dpr for e-governance - navi mumbai
TRANSCRIPT
DPR FOR E-GOVERNANCE
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CONTENTS
INTRODUCTION ............................................................................................................ 3 1.0 Sector Background Context and Broad Project Rationale ................ 4
1.1 Existing E-Governance Projects.............................................................. 4 1.2 Project Rationale ........................................................................................ 11 1.3 Project Approach ........................................................................................ 12
2 Project Definition, Concept & Scope ........................................................... 13 2.1 Project Definition ........................................................................................ 13 2.2 Scope of the Project .................................................................................. 16
2.2.1 Birth & Death Registration.............................................................. 18 2.2.2 Property Tax......................................................................................... 41 2.2.3 Water Supply & Billing ..................................................................... 87 2.2.4 Citizen Grievance Monitoring....................................................... 114 2.2.5 Works Management& e-Procurement ...................................... 133 2.2.6 Building Plan Approval ................................................................... 183 2.2.7 Health Programs ............................................................................... 197 2.2.8 Solid Waste Management ............................................................. 210 2.2.9 Human Resource Management & Pay Roll ............................. 222 2.2.10 Finance & Accounting:.................................................................... 230 2.2.11 Cess ....................................................................................................... 243
3 Cost Estimation ................................................................................................. 250 Overall financial structuring of the project ................................................ 250
4 Project Institution Framework..................................................................... 257 4.1 Roles of different institutions involved in the construction phase of the project ......................................................................................................... 259 Risk Assessment & Mitigation Plan................................................................ 259 Change Management: ........................................................................................ 260
5 Project Financial Structuring........................................................................ 263 5.2 Review Options for....................................................................................... 263
5.2.1 Institutional debt .............................................................................. 263 5.2.2 Private Sector Participation .......................................................... 263
6 Project Phasing.................................................................................................. 265 Schedule for tendering/selection for procurement of services. ......... 265 6.2 Schedule for Bringing in state level and ULB Level contribution to the project ......................................................................................................... 266 6.3 Schedule for obtaining all clearances............................................... 266 6.4 Schedule for shifting Utilities............................................................... 266 6.5 Project Infrastructure component wise Implementation .......... 267
7 Project O&M Planning ..................................................................................... 269 Institution frame work (Organization & Operations) Strategy........... 269
8 Project Financial Viability & Sustainability.............................................. 271 Overall project Perspective .............................................................................. 271 8.2 ULB level perspective and financial assessment. ........................ 272
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8.2.1 ULB cash flow for last five years ................................................ 272 8.3 Other financial Information .................................................................. 273 8.4 Revenue Structure ................................................................................... 273 8.5 0 & M Costs & Revolving Fund ............................................................ 273 8.6 Assumptions of Financial Analysis ..................................................... 273 8.7 Cash flow for the project ....................................................................... 275
9 Project Benefits Assessment (Social Cost Benefit Assessment).... 277 9.2.1 Citizens (Quality of Services) ...................................................... 277 9.2.2 Municipality (Process Efficiency & Effectiveness) ................ 277 9.2.3 Service Providers/Suppliers ......................................................... 278 9.2.4 Policy makers ..................................................................................... 278 9.2.5 Program office ................................................................................... 279
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INTRODUCTION
The Government of India has announced the Jawaharlal Lal Nehru National Urban
Renewal Mission (JNNURM) for certain cities of India with this aim to achieve
systematic development in these cities keeping in view the futuristic planning for 30
years. In this JNNURM it is expected to prepare Mission document under urban
Infrastructure & Governance elaborating the existing situation of various aspects of
the city and the master plan of future development of city with the methodology for
fulfilling the gaps and to achieve various milestones. The JNNURM will provide
financial aid to the city as per norms prescribed.
Navi Mumbai (Marathi: नवी मुबंई, IAST: Navi Mumbai), formerly known as
NewBombay, is a twin city of Mumbai, India. It was developed in 1972, and is the
largest planned city of the world, with a total area of 344 Sq km out of which 135 Sq
km under the jurisdiction of the Navi Mumbai Municipal Corporation (NMMC). Navi
Mumbai lies on the mainland on the eastern seaboard of the Thane Creek.
This detailed project report is for Implementation and enhancement of existing E-
Governance application on a common technology in order to achieve the goal of
Jawaharlal Nehru National Urban Renewal Mission (JNNURM) in create world class
infrastructure. While preparing this DPR, Care has been taken to provide sufficient
details to ensure appraisal, approval & subsequent project implementation in a
timely & efficient manner.
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1.0 Sector Background Context and Broad Project Rationale
Navi Mumbai Municipal Corporation (NMMC), a city of 21st Century developed by City
and Industrial Development Corporation of Maharashtra (CIDCO). Formed in the year
1992, Now, with over decade of experience in executing a framing the urban local
body operation and day to day activity, the process of institutionalization has begun,
learning from the past mistakes and visioning the next steps to move from
participative planning to good local governance. It is in this context the Navi Mumbai
Municipal Corporation (NMMC) embarked upon National E-Governance plan for
introduction of IT applications and e-Governance in the local body.
The project seeks to redefine governance in municipalities with focus on common
man. The vision of the project is to establish people centered, responsive,
competitive, and financially sound, well governed, viable and sustainable
municipalities, touching upon the lives of the citizens of Navi Mumbai Municipal
corporation and to use the E-Governance solution, as the primary delivery channel to
provide a single easy, secure, integrated, and reliable means of access to municipal
information and services in order to continuously improve the quality of services
provided to residents and business.
The mission of the project is to provide unified information communication
technology platform for transparency and participative good governance.
1.1 Existing E-Governance Projects In the year 2002, Navi Mumbai Municipal Corporation embarked upon a delivery
policy to improve the efficiency and effectiveness of delivery policy through E-
Governance system along with Geographical Information System (GIS).
In the year 2002,NMMC decided to implement a skeletal GIS framework to
evaluate the advantages of Geographical Information system in the day to day
departmental activity, NMMC decided digitize the planning maps procured from
CIDCO. NMMC spent Rs. 8.00 lakhs towards digitization of the planning maps.
The digitized maps were seamlessly integrated with civil engineering and
property tax application. After analyzing the various advantages and the control
over the spatial information, NMMC decided to have a geo referenced maps with
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various attributes related to spatial data by way of carrying out physical survey
and with the use of spatial satellite imageries. The GIS information to be
integrated with other departmental activity such as water Billing, Citizen
Grievance, property tax, Project or ward works, asset management, solid waste
disposal etc.
The following table list out the Modules which are operational along with
technology platform and salient features and the deficiency observed in each
Module.
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Sr.No Name of the E-
Governance Suite
Technology Platform Broad Area of Coverage
1. Project Management
/ward works
Application Type: Web
enabled.
Technology: Java J2EE
RDBMS: Oracle 9i
Application Server: Apache
Tomcat.
GIS Creation Tool: Micro
station Geographic’s.
Map Viewer: Viecon
Publisher 8.0
Comprehensive application with an interface with
Geographical Information System (GIS) to monitor
various projects covering Civil, Electrical, Water, Sewerage &
all other services across NMMC
Salient Features:
a. DSR Creation and Mapping the components while
preparing the estimation
b. Work flow based Project Approval and control on the
project resources allocated.
c. Tender Comparison
d. Awarding Work order
e. Capturing Daily Measurement from the project Site
(Measurement Book)
f. Preparation of Payment order based on the
Measurement Book.
g. Interface with Geographical Information system
Budget Control Based on the financial Year
Deficiency:
a. No interface with Accounting System which resulted in
to duplicate entry of data in to accounting system.
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b. No Interface with Document management.
c. No interface with Asset Management.
2. Property Tax
Application Type: Web
enabled.
Technology: Java J2EE
RDBMS: Oracle 9i
Application Server: Apache
Tomcat.
GIS Creation Tool: Micro
station Geographic’s.
Map Viewer: Viecon
Publisher 8.0
Comprehensive application with an interface with
Geographical Information System (GIS)
Salient Features:
a. Assessment/Reassessment
b. Demand generation
c. Collection
d. Various recovery Notices
Deficiency:
a. No interface with Accounting System which resulted in
to duplicate entry of data in to accounting system.
b. No interface with Workflow management
c. No interface with Document management
3. Water Billing
Application Type: Web
enabled.
Technology: Java/J2EE
Salient Features:
a. Process application for New
Connection/Transfer/reconnection.
b. Generate challan for Road cutting and Other statutory
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RDBMS: Oracle 9i
Application Server: Apache
Tomcat.
Charges
c. Collection
d. Demand Generation based On the meter Billing/Flat
Billing
e. Collection of Demand
f. Notices
Deficiency:
a. No integration with Accounting System which resulted
in to duplicate entry of data in to accounting system.
b. No interface with Workflow management
c. No interface with Document management
4. Personal Information
System (PIS)
Application Type: Client
Server
Technology: Visual Basic 6.0
(Microsoft)
RDBMS: DB2.
Salient Features:
Monthly payroll process.
Seniority
Transfers
Retirement
Gratuity
PF, Loans & Other deduction.
Leave
Deficiency:
a. No option for self service.
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b. No interface with any other modules including
Accounting
c. Client Server application.
d. Obsolete technology
e. Limitation of database in terms of volume.
f. Difficulty in integration with other system due lack of
resources.
5. Double Entry Accounting
System
Application Type: Web
based
Technology: ASP.Net
(Microsoft)
RDBMS: MS SQL Server 2000
Salient Features:
a. Payment request by all departments.
b. Payment Process
c. Authentication
d. General Ledger
e. Cash Book
f. Balance sheet
g. Income & expenditure statement.
Deficiency:
a. No interface with Workflow management
b. No interface with Document management.
6. Birth & Death
Registration.
Application Type: Web
based
Technology: JSP/PHP
RDBMS:DB2
Salient Features:
Issue of Birth & Death Certificate
a. No integration with Accounting System which resulted
in to duplicate entry of data in to accounting system.
b. No interface with Workflow management
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c. No interface with Document management.
7. Cess (In Lieu Of Octroi)
Application Type: Web
Based Application.
Technology: Java J2EE
RDBMS: Oracle 9i
Application Server: Apache
Tomcat.
Salient Features:
a. Dealer Registration
b. Filing returns
c. Assessment
Deficiency
a. No integration with Accounting System which resulted
in to duplicate entry of data in to accounting system.
b. No interface with Workflow management
c. No interface with Document management.
8. Website
http://www.nmmconline.com
Type: Web Based Application.
Technology: PHP
RDBMS: DB2
Salient Features:
Online Publishing of tenders.
Facility to download tender document.
Interface with payment gateway for payment of Water billing
and property tax through Net Banking and Credit Card.
About NMMC,Environmental report
RTI details’Discussion forum,News.
Deficiency
d. No integration with Accounting System which resulted
in to duplicate entry of data in to accounting system.
e. No interface with Workflow management
No interface with Document management.
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The 8 ward offices namely Belapur, Nerul, Sanpada, Vashi, Turbhe, Ghansaoli, Airoli
& Dighe along with MCH (2) and Hospital (1) are connected via wide area network
(WAN) with 2 Mbps connectivity.
The ultimate objective of E- Governance Mission is to arrive at an integrated
application suite by way of redeveloping and enhancing few of the existing
modules, addition of few departmental activities by way of completely new
software application covering all aspects of local government functioning,
which can facilitate efficient and effective e-governance.
1.2 Project Rationale With a rapid urbanization and exponential growth in the service level, NMMC adapted
a decentralized departmental approach in the municipal corporation which resulted in
to islands of databases and information across the municipal corporation.
The Mission is seen as a method of applying Information technology to sort the
problems faced so far making good the deficiencies and filling up gaps**. It is also
seen as critical instruments for upgrading the quality of the service deliverables
across Navi Mumbai Municipal Corporation.
(** refer the Gap analysis report of existing E-governance application and the
deficiencies observed).
From the reform view point in the departmental processes, the outcomes of the
projects are outlined as under
a. E-Governance business application on a common technology platform
preferably J2EE and Oracle.
b. To improve the quality of planning. There is need for creating up to date
database of municipal corporation encompassing spatial data. An effective
strategy for updating the database with a one time effort.
The present MAPS are based on the Planning Maps (Year 1996) of CIDCO
(City Industrial Development Corporation.Maharashtra). These Maps are not
geo referenced and were digitized to evaluate the role of GIS in departmental
activities of NMMC (Approximate Cost incurred Rs. 8.00 Lakhs). After
evaluating the GIS role, NMMC has decided to capture the data through
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survey (Covering all assets, Property, storm water, water connection,
sewerage information etc) and satellite imageries.
c. To improve local resource mobilization, tax mapping has been identified as
the best practice. Implementing this needs in building up spatial information
at the micro level covering building, all utility networks and other assets of
the municipal corporation. Processing this level of micro level information
requires the support of geographic information based tools.
The present GIS system information limits to plot level only. There is a need
to capture the building and tenement level information as NMMC has initiated
property tax assessment for individual tenement.
d. Information technology application’s can go a long way in modernizing the
systems and procedures for coping up with the new challenges in Municipal
Corporation and providing in improved efficiency in the work force. In the
current context of the Navi Mumbai Municipal Corporation, the crucial tasks is
improvement of citizen delivery services and strengthen the back office
system to bring about extensive transformation from the citizen oriented
service point of view and Municipal Corporation’s process point of view.
e. Improve the integration process of the inter departmental transaction and
meaningful data in the accrual based double entry accounting system as per
the guide lines of National Urban Renewal Mission covering various modules
such as Asset Management, Depreciation, various statutory report generation
in addition to the day to day accounting process.
f. Encouraging citizen participation through greater transparency, intense
information flow and prompt delivery of services to the citizen.
1.3 Project Approach
In order to implement the Integrated E-Governance application and achieve the
objectives NMMC has appointed ‘Tandon & Associates’ as project management
consultant.
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• Detail study of all the departmental activities of NMMC leading to a clear
scope document for the development, integration & up gradation of
existing e-Governance application on a common platform.
• Suggesting a Business Process (BPR) for various department of NMMC in
terms of increase in revenue by way reforms /PPP role/rationalization of
property taxes keeping in mind the citizen services.
• Suggesting & implementing a clearly defined methodology to migrate the
existing data from the disintegrated databases to create a meaningful
integrated data.
• Suggesting and assisting NMMC in selection of System Integration (SI)
partner.
2 Project Definition, Concept & Scope
2.1 Project Definition
The mandate of the project is to consolidate the learning and achievements and
the previous implementation of the E-governance applications to reposition the
mission group and its program strategically among the stake holders, and eventually
to radically transform the government to citizen (G2C) and Government to Business
(G2B) in Navi Mumbai Municipal Corporation.
The following are set of the objectives of the mission
1. Integrating the departmental activity with a common application
platform.
Establish a comprehensive approach towards integrating the existing few E-
Governance Application primarily with double entry accounting centric
software to improve the efficiency of internal resources, improve the service
delivery and better decision making process. This covers GAP analysis of the
existing application against the functional guidelines specified in National
Mission Mode Projects for E-Governance in Municipality (NMMPE) and the
interoperability compatibility.
2. Improving the Citizen (front end) services and expanding the delivery
channels.
Establishing mechanism for improving the public service delivery like
collection process against various demand s raised, registration and issue of
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certificates, issue of permits, issue of licenses, grievance handling and
collection of various sources of revenue with prior demand generation.
3. Instituting the community system for sustaining and strengthening
service delivery.
Establish comprehensive citizen interface mechanism in Navi Mumbai
Municipal Corporation for efficient and responsive delivery, along with
participation and empowerment of the citizen and users of the Navi Mumbai
Municipal Corporation by linking the ward offices, other offices.
4. Establishing Back end system for office management and accounting.
Establishing, transparent and effective and accountable systems for good
governance in Navi Mumbai Municipal Corporation (specifically in the area like
office management through effective decision support and file tracking
system, property tax and revenue reforms, account reforms through double
entry accrual based accounting system) with systematic business process re-
engineering (BPR) backed by legal system.
5. Creating Community Information System
To provide applications with English & Marathi Language Interface and
community systems (specifically linking Property Tax Database with various
other spatial and Non Spatial Database) for effective decision making and for
improving service delivery.
6. Handling Standardization of data and quality of legacy data
To undertake standardization of data capture and to put in place processes to
ensure completeness, validation, cross validation, referential integrity and
ownership of data in manual records and to device system with appropriate
control for updating.
7. Building Integrated Back end database
To establish applications with integrated databases (specifically integrated
beneficiary database, comprehensive asset database, integrated projects,
schemes and work database, integrated service database with unique
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business number, integrated employee database etc.) for various functions
like monitoring of development, work force management, grievance
redressal, accounting, budgeting and financial management.
8. Creating Resource Information System and providing developmental
services.
Developing an integrated micro level resource based developmental
Information system (specifically based on premises mapping, resource
mapping and linking them with town planning schemes, detail town plan
schemes etc.) which would facilitate meaningful decentralized planning and
spatial resource management and regulation.
9. Setting up Infrastructure
Establishing an institutional frame work for putting in place a secure network
Specifically Internet based virtual private network (VPN) or equivalent
network using a high speed internet backbone like 2 MBPS under a wide area
network with a centralized helpdesk, datacenter, network operating center
interconnecting the ward offices, MCH and Hospitals.
10. Undertaking Capacity Building
Establishing a institutional framework for providing trained manpower to keep
the hardware and software fully operational with minimum down time and
proactive system building practice across NMMC.
11. Arriving at Business Delivery Models
To arrive at appropriate business delivery models for service delivery through
the various service delivery channels and for sustaining the application
support, technical support and capability building.
12. Integration with Other existing modules
To integrate various existing modules and incorporate cross departmental
integration by integrating the existing business software applications,
introducing BPR (Business Process Reengineering) under the guidelines of
JNNURM (Jawaharlal Neharu National Urban Renewal Mission) and the Mission
Mode Projects of Ministry of Urban Development.
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13. Confirming With Standards
To integrate with National Mission Mode Projects On e-Governance in
Municipalities and to confirm the national E-Government Standards developed
by the working groups on standards, Ministry of Information Technology.
2.2 Scope of the Project
The broad scope of the proposed integrated E-Governance, given the
background, its vision and objectives, for achieving successful delivery of G2C
(Government to Citizen) , G2B (Government to Business) and G2G
(Government to Government).
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Sr.No Functional
Requirement
Description of the Functional
Requirement
1. GAP analysis of the
existing application
Carry out a gap analysis of the existing
Application to integrate the same with inter
departmental activity specifically the
accounting department. This GAP analysis
covers the following applications
• GIS Integrated Civil Engineering
Application
• Property Tax Application
• Water Billing Application
• Birth & Death
2. Common Interface for
User
The E-Governance solution shall provide a
user friendly ,common interface approach for
all users covering Citizens, business and the
users of NMMC.A common citizen portal
facilitating transactions across various
departments enabling common view of NMMC
system shall be put in place. The portal shall
also provide right to Information and other
requirements for transparency and citizen
empowerment. The Portal shall also facilitate
registration of new users and their
authentication, on line payments of various
payments like Property Tax, Water Bills and
any other charges through a net banking or
Credit card.
3. Work Flow application for
the Departmental user.
The E-Governance solution shall provide a
business application (Software) for the below
mentioned Departments with features like
workflow, file monitoring, Authentication and
approval at required stages as per the
Municipal guidelines. The application shall
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have integration with spatial data. The
application shall also have integration with
Double entry accounting system for various
commercial transaction and budget updates.
4. Smart Forms & Reports –
BPR (Business Process
Reengineering)
One of the key requirement to perform G2B
and G2C services online, shall be the creation
of electronic interface of the current manual
forms. Forms required for registration,
permits, NOC, request for additional
information need to be integrated with
departmental business application.
5. Service Integration The primary objective of E-governance is to
improve service delivery at all levels i.e G2C,
G2B and G2G transaction. A variety of service
need to logically group to produce a
meaningful data.
6. Common technology
Platform and database.
The primary goal of the E-Governance
application is to provide close integration with
various inter departmental activity. The
applications developed in the past five years
are on weird technology platform with
limitation in integrating the system. Hence
there is need for a solution which is developed
on a single technology platform to present
homogeneous data across the system and
improve the efficiency of the service
deliverables. This will be achieved by
enhancing/developing and bridging the GAP in
the existing software’s.
7. Document Control and
Management
The objective of E-Governance application is to
provide central repository of document control
and version management. This covers
documents of various formats, proprietary
formats, Engineering Drawings and Maps etc.
8. Integration With Spatial The primary objective of E-Governance
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data application is to capture the spatial
information of the assets of the municipal
corporation, revenue generating resources like
property tax, water connection.
9. Asset Management Create repository of assets of the Municipal
Corporation
2.2.1 Birth & Death Registration
Registering Birth & Death has been compulsory as per the birth and death
registration act 1969 and is a major service in Municipal Corporation. In case
hospital event, the hospital’s in the municipal territory are responsible for the
registration of birth and death. In case of non hospital events the concerned
parties shall make necessary applications to the Municipal Corporation. The
health department is responsible for issue of Birth and death certificates. This
activity is part of the Citizen Services modules (CFC).
The Main activities of birth & Death process are as follows.
1. Birth & Death registration
2. Issue of birth & Death Certificate.
3. Correction in the registration details.
4. Updation of registration details.
The birth and death registration are further sub divided in to sub processes.
1. Birth Registration
2. Death Registration
3. Correction of Birth & Death Registration
4. Issue of Birth & Death registration
5. Inclusion of Child’s Name
The existing Application is developed on PHP and DB2 application which requires
redeveloping the application considering the compatibility with proposed
enhancement and interface with the specified application.
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Key Objectives for Birth and Death Service Delivery: Sr.No Description of Service
Delivery Existing delivery
Time (Avg) Expected Time
Line as per JnNurm Guide
Line
Proposed Time line after implementation of E-
Governance
Performance Parameters
Online submission of forms <15 Minutes.
User Friendly Forms, Navigation, Data Validations with proper messages
1 Online submission of Registration forms for Birth and Death
No facility for online submission
Online, Immediate acknowledgement
Acknowledgement < 1 minute after submission of form.
Time required generating the unique case number for the transaction.
Birth and Death Registration
2 - 3 days <15 Minutes <15 Minutes for online User Friendly Forms,
Navigation, Data Validations with proper messages
-Registered Hospitals
<30 minutes for CFC. Typing Speed/Verification of Documents
2
- Others 5 - 10 days <5 days <5 days Application Verification Process.
3
Issue of Certificate 1 Hr-3 Hrs <15 Min <30 Minutes Number of counters at the CFC. Retrieval of application details from the database.
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Gap Analysis: Case I – Registration of Birth
Applies for BirthRegistration
Applicant
Accept theapplication
Ward officerHospitalEvent Approval from
Sanitory Officer
Sanitory officer
Accept the feesspecified
Ward Officer
Pays Chargesapplicable
Applicant
Issue registrationacknowledgementto the applicant.
Ward officer
NO
YES
Birth Registration (Existing)
Issues Birthcertficate to the
applicant
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Applicant submits a application to
the Municipal Corporation
Applications are submitted in a Non
standard format to the ward officer
directly.
In case hospital event, the hospital
submits the application with relevant
details in a standard format. Hospital
can submit the application online or the
relevant applications can be
downloaded from the portal and
submitted in a paper format to the
CFC. The applications are preprinted
forms (BPR to design the form) with
complete details of the applicant and
the registered Hospital.
In case of Non hospital event, the
individual shall approach the Municipal
corporation directly to register the
birth.
2. Application details are captured
with and verification checks are
conducted for data Validity.
Verification checks are carried out by
the ward officer/ Health officer.
Verification checks are carried out by
the ward officer/ Health officer.
3. In case of on or before one month,
no penalty charges are applicable.
In case of on or before one month the
birth registrations shall be registered
In case of on or before one month the
death registrations shall be registered
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Applicant shall pay the Minimum
transaction fees to process the
request.
without penalty. Presently, NMMC does
not charge any amount to register the
birth.
without any additional penalty.
4. Registration of birth after one
month and before one year can be
registered by payment of requisite
penalty and the transaction fee.
Registration of birth after one month
requires further approval from the
health officer.
Registration of birth after one month
and before one year can be registered
by payment of requisite penalty and
the transaction fee.
5. Registration of birth after one year
can be registered after obtaining
orders from the first class
Magistrate or revenue officer and
by payment of requisite penalty
and other transaction charges.
Registration of birth after one month
requires further approval from the
health officer.
Registration of birth after one year can
be registered after obtaining orders
from the first class Magistrate or
revenue officer and by payment of
requisite penalty and other transaction
charges.
6. Approval from the Health
department.
7. Issue of Birth Certificate to the
applicant
Presently NMMC charges Rs.5.00 per
copy.
The applicable fees for the additional
certificates shall be paid to the
municipal corporation for certificates
beyond the default number of Birth
certificates.
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Applies for BirthRegistration
Applicant
Accept theapplication
CFC Clerk
HospitalEvent
Approval fromHealth Officer
Health officer
Accept the feesspecified
CFC Cashier
Issue of receipt andregistration slip[ forregistration of Birth.
CFC Cashier
Is the event isregistered in thestipulated time
period?
CalculatePayment
CFC Clerk
Yes Yes
NO
Yes
NO
Integration withDouble entryAccounting
Birth Registration (Proposed)Interface with Portalfor download of formsor online registration.
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FUNCTIONAL REQUIREMENT – Birth Registration.
Sr.No National Mission Mode Project Guide Line Desired Application
1. Ability to maintain Hospital details in the form of Master The application shall have facility to capture all the
Hospital details in the form of master. Shall facilitate new
Hospital/modification to existing hospitals/ In activate the
existing Hospital/Search of Hospital.
2. Ability to maintain fees master The application shall have facility to capture the various
fees applicable for issue of Birth certificate with effective
date. Any changes to the existing fees shall be changed
with an effective date. The system shall support
modification to the existing fees structure.
3. Ability to maintain birth delivery details. The application shall have facility to capture the birth
delivery details. Shall facilitate addition of new details or
modification to existing details.
4. Ability to main Birth attention details The application shall have facility to capture the birth
attention details. Shall facilitate addition of new details or
modification to existing details.
5. Facility to capture the birth details based on the existing
Birth details registration form
The application shall have facility to capture the birth
details based on the details listed out. The application
shall have facility to capture additional details from time
to time.
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6. Ability to capture the sanitary Inspector details and
remarks
The system shall have facility to capture the sanitary
Inspector remarks if any. The system shall have workflow
to register various approvals.
7. Ability to generate Birth registration slip. The system shall generate Birth registration slip upon
registration of birth.
8. Ability to facilitate the inclusion of child’s name if not
registered at the time of registration of birth
Facility to include Child’s Name if not registered at the
time of Birth.
9. Ability to make correction to birth details Facility to make correction to birth details.
10. Ability to capture the request for registration certificate
based on the registration number entered.
Facility to generate the birth certificate based on the
registration Number.
11. Ability to query the database based on the parameter
supplied
The system facilitate query of database based on various
parameters.
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Gap Analysis: Case I – Registration of Death (Existing Process)
Applies forDeath
Registration
Applicant
Accept theapplication
Ward officerHospitalEvent Approval from
Sanitory Officer
Sanitory officer
Accept the feesspecified
Ward Officer
Pays Chargesapplicable
Applicant
Issue registrationacknowledgementto the applicant.
Ward officer
NO
YES
Death Registration (Existing)
Issues Deathcertficate to the
applicant
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Applicant submits a application to
the Municipal Corporation
Applications are submitted in a Non
standard format to the ward officer
directly.
In case hospital event, the hospital submits
the application with relevant details in a
standard format. Hospital can submit the
application online or the relevant application
forms can be downloaded and submitted in a
paper format to the CFC. The applications are
preprinted forms (BPR to design the form)
with complete details of the applicant and the
registered Hospital.
In case of Non hospital event, the individual
shall approach the Municipal corporation
directly to register the death.
2. Application details are captured with
and verification checks are
conducted for data Validity.
Verification checks are carried out by
the ward officer/ Health officer.
Verification checks are carried out by the
ward officer.
3. In case of on or before one month,
no penalty charges are applicable.
Applicant shall pay the Minimum
transaction fees to process the
In case of on or before one month the
death registrations shall be registered
without penalty. Presently, NMMC
does not charge any amount to
In case of on or before one month the death
registrations shall be registered without any
additional penalty.
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request. register the death.
4. Registration of death after one
month and before one year can be
registered by payment of requisite
penalty and the transaction fee.
Registration of death after one month
requires further approval from the
health officer.
Registration of death after one month and
before one year can be registered by
payment of requisite penalty and the
transaction fee.
5. Registration of death after one year
can be registered after obtaining
orders from the first class Magistrate
or revenue officer and by payment
of requisite penalty and other
transaction charges.
Registration of death after one month
requires further approval from the
health officer.
Registration of death after one year can be
registered after obtaining orders from the
first class Magistrate or revenue officer and
by payment of requisite penalty and other
transaction charges.
6. Approval from the Health
department.
Approval from health department Approval from health department
7. Issue of death Certificate to the
applicant
Presently NMMC charges Rs.5.00 per
copy.
The applicable fees for the additional
certificates shall be paid to the municipal
corporation for certificates beyond the default
number of Birth certificates.
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Flow Chart for Registration of Death (Proposed)
Applies forDeath
Registration
Applicant
Accept theapplication
CFC Clerk
HospitalEvent
Approval fromSanitory Officer
Sanitory officer
Accept the feesspecified
CFC Cashier
Is the event isregistered in thestipulated time
period?
CalculatePayment
CFC Clerk
Yes Yes
NOYesNO
Integration withDouble EntryAccounting
Death Registration (Proposed)Interface with Portal for
download of relevant formsand facility to apply online.
Issue of receipt andregistrat ion slip for
registrat ion of death.
CFC Cashier
Interface withDocument
Management System
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FUNCTIONALITY REQUIREMENT – Death Registration
Sr.No National Mission Mode Project Guide Line Desired Application
1. Ability to maintain Hospital details in the form of Master
(Common For Birth & Death Module)
The application shall have facility to capture the Hospital
details. Shall facilitate new Hospital/modification to
existing hospitals/ In activate the existing Hospital/Search
of Hospital.
2. Ability to maintain fees master (Common for Birth &
Death Module)
The application shall have facility to capture the various
fees applicable for issue of Death certificate with effective
date. Any changes to the existing fees shall be changed
with an effective date. The system shall support ion to
modification to the existing fees.
3. Ability to maintain Death details. The application shall have facility to capture the Death
details. Shall facilitate addition of new details or
modification to existing details.
4. Ability to capture the sanitary Inspector details and
remarks
The system shall have facility to capture the sanitary
Inspector remarks if any. The system shall have workflow
to register various approvals.
5. Ability to generate Death registration slip. The system shall generate Death registration slip upon
registration of birth.
9. Ability to make correction to death details Facility to make correction to Death details.
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10. Ability to capture the request for registration certificate
based on the registration number entered.
Facility to generate the death certificate based on the
registration Number.
11. Ability to query the database based on the parameter
supplied
The system facilitate query of database based on various
parameters.
MIS REQUIREMENT – Birth &Death Registration
Sr.No National Mission Mode Project Guide Line Desired Application
1. information of Birth registrations based on Registration
No, Registration Date, Date of Birth, Issues , Non-Issues
Month & Year –Wise
Ability to generate various reports information of Birth
registrations based on Registration No, Registration Date,
Date of Birth, Issues , Non-Issues Month & Year –Wise
2. Sex Wise in a particular year Ability to generate reports births Sex Wise in a particular
year
3. Literacy wise in a particular year Ability to generate literacy wise in a particular year.
4. Mother’s Literacy wise in a particular year Ability to generate Mother’s Literacy wise in a particular
year
5. Mother’s Occupation wise in a particular year Ability to generate Mother’s Occupation wise in a
particular year
6. Year-Wise Issues Ability to generate year-Wise Issues
7. Various reports based on Year of Death-wise based on
Date and Cause of death
Ability to generate various reports based on Year of
Death-wise based on Date and Cause of death
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8. Reports of Deaths based on Occupation-wise in
particular year
Reports of Deaths based on Occupation-wise in particular
year
9. Reports of Deaths based on Occupation-wise in
particular year
Reports of Deaths based on Occupation-wise in particular
year
10. Reports of Deaths based on Cause of death-wise in
particular year
Reports of Deaths based on Cause of death-wise in
particular year
11. Reports of Deaths based on Issued and not issued
between two specified applied dates
Reports of Deaths based on Issued and not issued
between two specified applied dates
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Flow Chart for Issue of Birth & Death Registration Certificate:
Applies for Birth& Death
certificate
Applicant
verifies theexistance of
Data
CFC Clerk
Accept the feesspecified
CFC Cashier
GenerateCertificate
CFC ClerkAuthorisation ofcertfifcate anddistribute to the
applicant
Health Officer
Exists? CalculatePayment
CFC Clerk
Yes
Integration withAccounting
Birth & Death Isssue Of Certificate (Proposed)
Reject theapplication
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In the existing process, the birth and death registration certificate is issued against approval and completion of the registration
formality. The registration of birth and death doesn’t attract additional charge for registration. The issue of certificates is
charged Rs.5.00 per copy.
Interface with other Modules
Sr.No National Mission
Mode Project Guide
Line
Existing Application Desired Application
1. Public Grievance
Redressal Module
No application exists. Integration with public grievance redressal
module for the status of the grievance/
queries/ redressal steps taken.
2. Court cases (Legal
Module)
No application exists. No interface with legal module as application
does not exist
3. Financial & Accounting
Module
No Interface exists Ability to post the corresponding entries as per
the guidelines of National Municipal Accounting
manual for Double entry accounting system.
4. Interface with
Portal/CFC
No interface exists with present
website and CFC
Ability to download the relevant forms from the
portal.
Ability to post the entries online by the hospital
representative.
5. Interface with
Document
Management
Document management does not
exist
Ability to store the document in digital format
with predefined indexing for easy retrieval in
future.
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Reusability of the existing Application: The existing application has been evaluated based on the JnNURM guidelines to improve the
citizen delivery process and the objective of the Municipal Corporation. While preparation of
this document a detailed study has been carried out to evaluate the possibility of reusing the
existing application in the technical and functional point view with the proposed e-Governance
application. The observations are as follows.
Evaluation Criteria Priority Existing New
Development Functional compliance High 1 3 Technology Compliance High 2 3 RDBMS Compliance High 2 3 Architecture Medium 2 2 Interface with other Modules High 1 2 Customization Medium 2 2 Total Score 10 15
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets
Requirements = 2 Points, Exceeds Requirements = 3 Points
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Technology:
• The present application is on PHP as user interface (UI) and DB2 as Relational
Database Management System (RDBMS).
• 2 Tier Architecture
• Need to replace the RDBMS as NMMC wants to standardize the unified
database across the enterprise. This will bring in need for verifying the UI and
business logic to suit the new RDBMS structure.
• Changes in User Interface to incorporate the GAPS identified
• In event of upgrading the existing application and in house operation and
maintenance, NMMC need to maintain the separate technical team with
knowledge in PHP resulting in to multiple technical resources.
• Interface with proposed modules like Double Entry Accounting & Financial
Management, Document Management, Portal/CFC application requires major
effort.
Functionality:
• Refer Gap analysis listed out against each service like Registration and issue of certificate for Birth and Death.
The comparison of 2 options namely, improving the existing application and
development of new customized application shows that each option has some level of
risk listed.
Existing Application:
1. Technology not in compliance with the proposed one.
2. User interface not in compliance with the proposed one.
New Development:
1. Familiarity with E-Governance functionality.
2. Longer implementation time.
Conclusion:
After detailed evaluation of the above points, NMMC decided to opt for the new
application development for Birth and death registration which is compatible with the
proposed unified technology and database.
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Operation and Maintenance:
Operation:
NMMC evaluated following options to manage the day to day activity related to this
service.
1. Manage the operation with in house dedicated team, own infrastructure
and premises owned by NMMC.
Risk Associated with above option
• Capability Building
• Retention of resource
• Knowledge Transfer
• Frequent change in top hierarchy may destabilize the team.
Risk Mitigation:
Periodical and Adequate training to the in house team identified by the Municipal
Corporation.
Retaining the resources for longer time without frequent inter departmental and intra
departmental transfers.
Well defined Knowledge sharing process and adequate back up team to support the
emergency requirements.
2. PPP/Outsource model: Resources from 3rd party with infrastructure and
software applications owned by NMMC.
Risk Associated with above option
• Adherence to the service delivery commitments.
• No adequate knowledge to the in-house team
• Service levels.
Risk Mitigation:
Well defined the service level agreements with the PPP vendor and compensation
linked with service delivery.
Backup team, with members identified by NMMC to support the emergency
requirements.
Well defined service levels, target date and escalation process in the event of failures
if any.
After thorough consideration of various parameters such as number of employees,
present work load analysis, new recruitment and financial burden on NMMC and risk
associated with above option like technical competency, citizen response and
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relationship and capability building, NMMC may opt for PPP model. However, NMMC
would also make arrangements for backup team (in house members) to meet the
emergency requirements if any.
Maintenance:
The maintenance of the application shall be the responsibility of NMMC IT team or
the vendor responsible for the maintenance under the guidance of commissioner and
city engineer. The maintenance and enhancement shall be carried out as per the IT
policy of NMMC.
Summary of Scope of Work:
• Improvement in Business Process covering standardization of forms and data
processing.
• Improvement in workflow with well defined escalation process.
• Closing the GAPS observed in the present application along with NMMP
guidelines for improved delivery process.
• Development of MIS Reports.
• Interface with other department processes like Double Entry Accounting
System, Citizen Portal and Citizen Grievance.
Business Process Reengineering (BPR) in Birth & Death Registration:
• Standardization of data input formats /Application formats to capture the
maximum information (Capture data relevant to various health surveys of
State and central government) related to birth and death.
• Option to Key in the Birth & Death details through Portal interface for
Hospitals and other health organization.
• Option to view/track the status of Application for Birth & Death certificate
through a common citizen interface with the help of unique acknowledgement
number.
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2.2.2 Property Tax
The property tax is one of the main sources of revenue for the Navi Mumbai
Municipal Corporation and contributes 40-50% of the revenue of Municipal
Corporation. Presently NMMC follows Ratable Value Method (RV) to calculate
the property tax. The Demands are raised biannually.
The property tax Comprise of Following Components.
1. General Tax
2. Water Benefit Tax
3. Sewerage Tax
4. Sewerage Benefit Tax
5. Education tax
6. Tree Tax
7. Street Tax
8. Education
9. E.G.C
The components 1- 7 are part of Municipal Tax and 8 & 9 are state
Government Components.
In addition to the above the revenue earned from the property tax
departments are
1. Property Transfer Charges
2. New Assessment Request Charges
3. Notice Fee
4. Warrant Fee
5. Other fees
6. Interest
7. Penalties
The Components 3-7 are charges applicable for delays and defaults made by the tax
payers and the components 1 & 2 are nominal service charges levied for the various
requests by the tax payers/assessee.
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The following table List out the Property tax revenue in Last 6 years
Financial Year
2000-2001
2001-2002
2002-2003
2003-2004
2004-2005
2005-2006
2006-2007
2007-2008
Demand 77.15 84.63 90.78 99.72 118.6 142.6 213.4 291.3 Collection 59.42 69.67 72.89 73.94 84.2 102.2 117.3 137.9
Demand Vs Collection
0
50
100
150
200
250
300
350
Year 2000-2001
2001-2002
2002-2003
2003-2004
2004-2005
2005-2006
2006-2007
2007-2008
Fin Year
Rs.
...in
Cro
res
List of Parameters Considered for Calculation of Property tax
1. Usage
2. Building Type
3. Age Of the Building
The present Property tax Calculations are based on the Ratable Value (RV)
Method.
The formulas used for the calculations are as follows.
Residential Property:
RV=Residential Rate X 10.8X residential Area (Sq.Mtrs)
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Residential Property (Rented):
RV=Residential Rent X 10.8
Commercial Property:
RV=Residential Rate X 10.8X0.6X Commercial Area (Sq.Mtrs)
Commercial Property (Rented):
RV=Commercial Rent X 10.8 X 0.65
Key Objectives: Sr.No Description of Service
Delivery Existing delivery
Time (Avg) Expected Time
Line as per JnNurm Guide
Line
Proposed Time line after implementation of E-
Governance
Performance Parameters
1 Calculation of Property Tax – Online Tax Calculator
No Facility to calculate online Tax
N.A Facility to calculate Tax online
Accuracy and authenticity of user
inputs.
2. Collection Of Property tax
15min -45 min <15 Min < 10 Min Time to retrieve the data from Central
repository. Navigation, time to
Commit record back to central database.
3. Collection of Property tax – Online through e-Biz Portal
3 min N.A 3 min Time to retrieve the data from Central
repository. Navigation, time to
Commit record back to central database.
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Gap Analysis: Case I – Registration of New Assesses
Submitapplication formfor new Assessee
registration
Assessee
Receive & CaptureApplication/Verify
Documents
P.T Clerk/CFC/Portal
IssueAcknowledgement
P.T Clerk/CFC/Portal
Verify theOwnership details& fie ld Verification
P T Inspector
Is the fieldverification a&other detailssatisfactory
Generate TaxAssessment
details
Assessee
YesIs assessee
satisfied withthe Taxes?
New property Id isgenerated and
details arecaptured
Appeal againstthe assessment
Assessee
NO
YES
Collector/Commissioner
TaxRevision/Confir
mation
Is assesseesatisfied with
the Taxes?
Yes
Flow Chart for Registration ofNew Assessee (Existing)
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Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Assesses to submit the
application for inclusion of
property with title deed
information through online portal
or Citizen Service Center
Assesses submits the application to the
Property Tax Department directly. The
present application captures only the
Name of the owner. No document/Title
Deed Information’s are captured in the
existing Application. No facility to
submit the application through the
NMMC Information site
http://www.nmmconline.com.
Assessee submits the application through
• Through the NMMC web Portal
• Citizen facilitation Center (CFC)
• Ward Office
The application shall display the list of
documents required to apply for the service
along with mandatory details.
2. Receiving Clerk Captures
Application Details.
No facility exists for Receiving Clerk to
Capture the application Information.
This is manual process.
The receiving clerk captures the details of
transaction after verification of the documents
submitted.
3. Generate Acknowledgement
Receipt to the Assessee.
No facility exists for issue of
Acknowledgement against the Receipt of
application for new registration.
The system shall generate acknowledgement
receipt with unique case No along with details
of transaction, applicants Name and the
approximate date to accomplish the task along
with service Transaction Fee.
4. Generate Field verification Check
lists
No facility to generate Field verification
check list.
To generate field verification check list
5. Verify owner ship details - Field
Verification
No facility to capture the Ownership
details from the field verification.
Authenticate the field verification check list.
Integration with document management
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system to verify the authenticity of the
document issued by other departments such as
building permission, Ownership agreement
from CIDCO etc.
6. Generate Special Notice and
send it to the assesse
No facility to generate the Special
Notice and send it to the assessee
A special notice to be generated and forwarded
to the assessee.
7. Assesses Confirmation on Tax
fixed
No facility to capture the assessee
confirmation
Assessee confirmation/remarks/appeal to be
received within the specified date. Failing which
the same will be treated confirmed and
accepted by the assessee.
8. In case of Non confirmation of
step (7),assess appeal against
the assessment to Commissioner
In the event non confirmation the
communications and correspondence
are maintained outside the system in
the form of physical ledgers/files.
Accept the appeal and the revision in the tax
with facility to move the previous details to
History.
9. Tax Revision and confirmation by
the Assesse
Tax revisions are communicated to the
assessee through demand. Assessse
confirmations are not recorded in the
application software or manual process.
Assessee confirmation/ remarks/ appeal to be
received within the specified date. Failing which
the same will be treated confirmed and
accepted by the assessee.
10. In case of Non confirmation of
step (9),assess appeal against
the assessment to Taxation
Committee
In the event non confirmation the
communications and correspondence
are maintained outside the system in
the form of physical ledgers/files.
Accept the appeal and the revision in the tax.
11. Tax Revision and confirmation by Tax revisions are communicated to the Assessee confirmation/ remarks/appeal to be
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the Assesse assessee through demand. Assessse
confirmations are not recorded in the
application software or manual process.
received within the specified date. Failing which
the same will be treated confirmed and
accepted by the assessee.
12. In case of Non confirmation of
step (11),assess appeal against
the assessment to Court
In the event non confirmation the
communications and correspondence
are maintained outside the system in
the form of physical ledgers/files.
Accept the appeal and the revision in the tax.
13. In case of Confirmation after
step (7), (9) and (11) generate
New Property
Tax revisions are communicated to the
assessee through demand. Assessse
confirmations are not recorded in the
application software or manual process.
Register property. Issue property Tax Number
to the assessee.
14. Authentication - Authentication of demand are done
outside the system.
Authenticate property for regular demand
generation.
Recommendation:
1. The Assesses application information is the primary and key input to the system and it is recommended to
capture the application information in the form of scanned image/PDF format and is tagged to the property. The
same can be viewed either as part of spatial data or as a part of document management application.
2. The above process defined with an assumption that the Owner voluntarily declares the property. In the
absence of the same the property Tax department shall receive the details of various permission granted by the
Town planning department. Hence, it is important to attach the Town planning documents to the property.
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Case I – Registration of New Assesses (Proposed)
Submitapplication formfor new Assessee
registration
Assessee
Receive & CaptureApplication/Verify
Documents
P.T Clerk/CFC/PortalVerify List
ofdocuments
NO
IssueAcknowledgement
P.T Clerk/CFC
Yes
Generate Fie ldVerification Check
List.
P.T Clerk
Verify theOwnership details& fie ld Verification
P T Inspector
Integrationwith GIS
Is the fieldverification a&other detailssatisfactory
Generate thespecial Notice
PT Inspector
NO
Yes
Is assesseesatisfied with
the Taxes?
Appeal againstthe assessment
Assessee
New property Id isgenerated and
details arecaptured
Yes
NO
Inform Assesseeabout the field
verification & Taxdetails. SMS/Emails
Collector/Commissioner
TaxRevision/Confir
mation
Is assesseesatisfied with
the Taxes?
Yes
Appeal totaxation
committee
Assessee
TaxRevision/Confir
mation
Committee
Is assesseesatisfied with
the Taxes?
File Court case
Assessee
Yes
No
Generate orderfor confirm ing theinclusion of new
assessee
Assessee
Integrationwith GIS
Integrationwith TownPlanning
Flow Chart for Registration ofNew Assessee (Proposed)
Integrationwith Documentmanagement
System
Inform Assesseeabout the property tax
regnnumber.SMS/Email
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Case II – Name Transfer/Change Of Ownership.
Submitapplication formfor title Transfer
Assessee
Receive & CaptureApplication/Verify
Documents
P.T ClerkVerify List
ofdocuments
NO
IssueAcknowledgement
P.T Clerk
Generate Fie ldVerification Check
List.
P.T Clerk
Verify theOwnership details& field Verification
P T Inspector
Pay the dues
Assessee
Manual process
Any duesexist?
YES
NO
Collector/Commissioner
Approval
Updateassessment
Register
Flow Chart for Change ofOwnership (Existing)
Generate Challan(Rates Based on
the ReadyReckoner)
P.T Clerk
Accept thepayment as per
the challan
P.T Cashier/Bank
Return thecustomer copy withacknowledgement
P.T Cashier/Bank
Generate orderconfirm ing the
change ofassessee name
P.T clerk
Approvalstatus
Yes
No
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GAP ANALYSIS:
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Applicant submits the application
for change in TITLE details The
application shall accompany list of
mandatory and optional
documents to prove the
authenticity of the owner details
along with transaction fee charges.
Present application does not capture the
application details. The details are
managed manually without any data
entry in the existing system.
Presently, the name transfer (Non
standard format) applications are
accepted either in the respective ward
office (Property tax Inspector) or
property tax office.
No single window system facility exists.
All applications related to the name
transfer shall be made available on portal
along with list of mandatory and optional
document.
NMMC need to design a standard
formats for the name transfer (BPR
Process).
Applicant submits the application through
• Through the NMMC web Portal
• Citizen facilitation Center
• Ward Office
The application shall display the list of
required documents to apply for the
service along with mandatory details
required along with transaction Fee.
2. Receiving Clerk Captures
Application Details.
No facility exists for Receiving Clerk to
Capture the application Information. No
transaction fee.
The receiving clerk at the CFC captures
the details of transaction after verification
of the documents submitted.
A nominal transaction fee will be
levied to support the O&M of the
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
existing application.
The system shall generate
acknowledgement receipt with unique
case No along with details of transaction,
applicants Name and the approximate
date to accomplish the task along with
service Transaction Fee.
3. Approval status from the
commissioner
No facility exists in the system to
capture the approval/scrutiny details
from the commissioner.
The system shall capture the date of
approval by the commissioner along with
remarks if any.
4. Verify owner ship details - Field
Verification
No facility to capture the Ownership
details from the field verification.
Capture the field verification details.
5. Generate order for name transfer System does not have facility to
generate Name transfer order
Generate order for name transfer. Update
the Assessee data. Move the previous
data to history.
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Name Transfer/Change Of Ownership (Proposed):
Submitapplication formfor title Transfer
Assessee
Receive & CaptureApplication/Verify
Documents
P.T Clerk/CFC/PortalVerify List
ofdocuments
NO
IssueAcknowledgement
P.T Clerk/CFC
Generate Fie ldVerification Check
List.
P.T Clerk
Integrationwith GIS
Integrationwith TownPlanning
Pay thetransaction fee
Assessee
Integration withAccounting &
Financial System
Integration waterBilling system andother departmentsfor verification of
dues.
Any duesexist?
NO
Flow Chart for Change ofOwnership (Proposed)
STOP
Verify theOwnership details& fie ld Verification
P T InspectorCollector/
Commissioner
Approval
Updateassessment
Register
Generate Challan(Rates Based on
the ReadyReckoner)
P.T Clerk
Accept thepayment as per
the challan
P.T Cashier/Bank
Return thecustomer copy withacknowledgement
P.T Cashier/Bank
Generate orderconfirming the
change ofassessee name
P.T clerk
Approvalstatus
Yes
UpdateDocument
Management
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Case III – Assessment & Collection
GenerateDemand Noticefor all property
P T Clerk
Exemption/VacancyRemission/Write off
Generate No Tax
P T Clerk
Print & distributeDemand
P T Clerk
Payment of Tax
Assessee
Payment of TaxBefore Due
Date
Collect tax
Cashier
Collect tax alongwith Delayed
PayementCharges
Cashier
GenerateAcknowledgement
Cashier
Update AssesseeProperty tax Ledger
SelectPaymentOption
Collectionthrough Net
banking /CreditCard
Co
l Ce
nte
r
Generateacknowledgement
Pay Gateway
YES
NO
Assessment & Collection (Existing)
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GAP ANALYSIS:
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. The revenue section generates
demand notices for all assesses.
Demand notice consists of
demand-year, demand date,
property id, arrear property tax,
current property tax and
penalties etc., and it also
consists of details of property,
house no, owner name, zone,
location etc. Penalties are also
mentioned in the demand notice.
In case of tax exemptions or
advance payment demand notice
will not be generated
The demand notices are generated by
the revenue department. Biyearly
process of demand for the assessee
comprising of Demand year, demand
date, property id, current property tax
with break up of tax components,
penalties etc. The demand also
comprises of house no. owner name,
ward, sector etc. In case of advance
payment the demands are generated
with 0.00 demands. The demand notice
also comprises of the last date for
payment along with payment details for
the subsequent months in case of
delayed payment.
Integration with Accounting and financial
system is desired for a up to date demand
details. The posting of vouchers in to
double entry accounting system to be as
per guideline of National Municipal
Accounting manual.
2. Assessee can apply to
Municipality for vacancy
remission of property tax
No such Facility or term exists. Need to evaluate and require approval
from Commissioner/general Body before
implementing the same.
3. Citizen pays the amount
specified in the demand notice,
The demand amounts are collected at
all the ward office cash counters in
The assessee payment details should be
updated immediately after the
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Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
within the time period specified addition to the designated banks.
Citizen can also make a payment by
way of online payment gateway either
through credit card or Net banking
Option.
Presently, the payment gate way option
is connected to offline database. The
successful transactions carried out
through payment gateway will reflect in
the assessee account only after 24-72
Hrs. The posting of receipt entry is
manual process.
transaction. Integration with accounting
system is desired. The posting of
vouchers in to double entry accounting
system should be as per guideline of
National Municipal Accounting manual.
4. After payment an acknowledgement and payment receipt is generated and given to the applicant.
After receipt of payment the system
generates receipt and is handed over to
the assessee.
The system shall generate a
acknowledgement with digital signature
certificate by the competent
authority.(Applicable for payment
gateway transaction). Integration with
accounting system is desired.
5. Update Demand The demand registers are updated after
receipt of payment. For delayed
payment Delayed payments charge are
The collection activity should be online
process where the entries to be posted by
the respective cash collection centers. The
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Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
applicable. The DPC is calculated at the
time of receipt of payment and the
amounts are collected based on the
date of collection.
system shall have single login process for
various collection such as water Tax
property tax, payments against various
challans etc. Integration with Accounts
and Financial system is desired.
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Assessment & Collection (Proposed)
GenerateDemand Noticefor all property
P T Clerk
Exemption/VacancyRemission/Write off
Generate No Tax
P T Clerk
Print & distributeDemand
P T Clerk
Payment of Tax
Assessee
Payment of TaxBefore Due
Date
Collect tax
Cashier
Collect tax alongwith Delayed
PayementCharges
Cashier
GenerateAcknowledgement
Cashier
Update AssesseeProperty tax Ledger
Integrate withFinance & Accounting
system
SelectPaymentOption
Collectionthrough Net
banking /CreditCard
Co
l Ce
nte
r
Generateacknowledgement
identifyAssessee
Pay Gateway
KIOSKDeposit AmountCash/Cheque
Generateacknowledgement
YES
NO
Send E-Demands(E Mail)
Integration withSMS Gateway
Assessment & Collection (Proposed)
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Case IV – General Revision
The general revision option facilitates inspection and reassessment of taxes agreed
based on changes/alteration to the structure. The revisions are carried out based on
the assessee’s request or inspection carried out by the Tax Inspector of the
respective ward. The revisions are also carried out to amend the new rules and
regulations enforced by the by the municipal corporation from time to time.
Routine SiteInspection
P T Inspector
Submit applicationform for changes to
the structure
Assessee
Is anyalterations tothe structure?
StopNO
Rework the tax asper the changes tothe property/New
Policy
P T Inspector
Ye
s
Updateassessment
Details
Generate orderconfirming the
change ofassessee name
NewRegulations/Amendment by the Municipal
Corporation
Flow Chart for General Revision(Existing)
GenerateDemand
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GAP ANALYSIS:
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Applicant submits the application
for change in structure details or
the Ward inspector visits the
Assessee.
No option to capture the request from
the Assessee or the inspector
All applications related to the name transfer
shall be made available on portal along with
list of mandatory and optional document.
NMMC need to design a standard
formats for the General Revision (BPR
Process).
Applicant submits the application through
• Through the NMMC web Portal
• Citizen facilitation Center
• Ward Office
The application shall display the list of
required documents to apply for the service
along with mandatory details required along
with transaction Fee.
2. Receiving Clerk Captures
Application Details.
No facility exists for Receiving Clerk to
Capture the application Information.
The receiving clerk captures the details of
transaction after verification of the
documents submitted.
The system shall generate
acknowledgement receipt with unique case
No along with details of transaction,
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Guide Line
Existing Application Desired Application
applicants Name and the approximate date
to accomplish the task along with service
Transaction Fee.
3. Field inspection Details No facility exist in the system to
capture the field inspection details
Facility to capture the changes with details.
Whether prior approvals sought for the
changes. Approval details etc. In case of No
prior approval, option charge penalty and
additional fee.
4. Calculate New tax with effect from
the date of change in structure
Option to raise demand on prorate
basis.
Option to raise demand on prorate basis.
5. Generate order for change in
usage/area.
No option to raise revised order Generate order for general revision.
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General Revision - Proposed
Routine SiteInspection
P T InspectorSubmit application
form for thechanges to the
structure
Assessee
Is anyalterations tothe structure?
StopNO
Rework the tax asper the changes tothe property/New
Policy
P T Inspector
Updateassessment
Details
Generate orderconfirming the
change ofassessee name
NewRegulations/Amend
ment by the MunicpalCorporation
Flow Chart for General Revision(Proposed)
Interface withGIS
accept theapplication with
Transaction Fee andmanatory details
P T Clerk/CFC/Portal
Generateacknowledgement
P T Clerk/CFC/Portal
YES
UpdateDocument
Management
Interface withFinancial
Accouting System
GenerateDemand
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Interface with other Modules
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Vacant land Tax Module. No such Interface Exists. Navi Mumbai Municipal Corporation a City
developed by CIDCO (City Industrial
Development Corporation). All vacant plots
are owned by CIDCO and the ownership
details are declared only after leasing out
the plot to the developer or individuals.
Hence, There is no requirement for Vacant
Land Tax Module.
2. Water Tax Module The interface provision exists. Today,
the property and Water Tax
departments are operated from two
different Geographical Location with
independent server. Hence the
Interface of two modules is on hold.
Sectors and plots are created as per
the administration control of each
department. This has resulted in to
various logical sectors and plots in the
• It is desirable two maintain a
Centralised database approach to
integrate all the application with
connectivity (WAN) across all the
physical locations.
• Addition of Sectors shall be
controlled from GIS database.
NAVI MUMBAI MUNICIPAL CORPORATION
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Guide Line
Existing Application Desired Application
entire NMMC.
3. Building Layout & Approval No software application exists in The
Town Planning and Building approval
Department.
The town Planning and Building Approval
Data Plays a vital role in the day to day
operation of other departments like Water
Billing and Property tax. Presently the data
are shared through physical papers. Hence,
it is need of the day to automate the
activities of Town planning and Building
approval department.
GIS data Control like amalgamation/split of
plot, creation of new sector and plot shall
be controlled by the Town Planning
department.
4. Public Grievance Redressal No interface exists between the
Property tax and Public Grievance
Module
It is desired to track each public grievance
with plot information for better decision
control.
5. Court cases No interface exists It is desired to have the updates and
current status of court hearings.
6. Accounting Module No Interface exists It is desirable to have an interface with
Property tax application in the form of Day
end Procedure. The application shall Post a
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
daily entry in to the accounting Module
(Journal Voucher/cash receipt Voucher)
based on the day to day transaction
pertaining to the Collection and Amendment
to the previous demands.
Functionality Requirement Specification:
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
User Authentication
1. To query the database - user-id
table and the password for the
given user id is compared. If
appropriate menu is displayed,
other wise error message is
displayed.
Permits only the authentic users after
verifying the userid and password. The
menus are displayed based on the user
role and privileges granted.
NMMC to have well defined security in
policy in place to restrict the other users to
login to the application. Presently all
applications are having single password
across the applications. This has resulted in
to larger vulnerability to manipulate the
data without knowledge of the original user.
The system security policy shall comprise of
System level Password, application level
NAVI MUMBAI MUNICIPAL CORPORATION
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Guide Line
Existing Application Desired Application
password,
A predefined interval to change the
password, Password structure (Minimum
characters, special characters, Numeric
characters), validity of the password etc.
2. Usage of Biometric Authentication
Methods such as Finger Print
Technology for authentication or
PKI Architecture
Not Exists. As per the IT security policy of NMMC.
Inclusion of New Assessee
1. Ability for entering/adding the
applicant details for new
assessment and also facilitates in
modifying an existing record and
deleting an existing record.
The present system does not capture
the New assessment details as per the
workflow defined by the guidelines.
Ability for entering/adding the applicant
details for new assessment and also
facilitates in modifying an existing record
and Canceling an existing record.
2. Ability to generate a new
assessment application
acknowledgment receipt through
the system either online /offline.
The present system does not generate
acknowledgement receipt based on the
new assessee details.
Ability to generate a new assessment
application acknowledgment receipt
through the system either online.
3. Ability to facilitate entering/adding
of the field verification details for
The present system does not generate
/capture the field verification details as
Ability to facilitate entering/adding of the
field verification details for new assessment
NAVI MUMBAI MUNICIPAL CORPORATION
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Guide Line
Existing Application Desired Application
new assessment and also
facilitating in modifying an existing
record and deleting an existing
record.
per the workflow defined by the
guidelines.
and also facilitating in modifying an existing
record and deleting an existing record.
3. Ability to generate field verification
checklist report for the particular
date, which is given as input.
The present application does not
generate /capture the field verification
details as per the workflow defined by
the guidelines.
Ability to generate field verification
checklist report for the particular date,
which is given as input.
4. Ability to facilitate entering/adding
of the field verification details for
new assessment and also
facilitating in modifying an existing
record and deleting an existing
record.
Capture the Owner Information and
address.
Ability to facilitate entering/adding of the
field verification details for new assessment
and also facilitating in modifying an existing
record and deleting an existing record.
7 Ability to facilitate in generating
the special notice to the assessee
indicating the amount of tax to be
paid.
The present application generates
special notice to the assessee indicating
the amount of tax to be paid.
No changes desired.
8. Ability to enter the revision
petition application into the
system. If the assesses does not
The present application captures the
details in the form of remark/Narration.
No validations for the date.
Ability to enter the revision petition
application into the system. If the assesses
does not agree with the tax levied, he can
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
agree with the tax levied, he can
apply for revision within 15 days of
service of special notice.
apply for revision within 15 days of service
of special notice.
9. Ability to generate
acknowledgement for the revision
petition application received.
The present application does not have
provision to capture the revision petition
details
Ability to generate acknowledgement for
the revision petition application received.
10. Ability to facilitate entering of the
revision petition hearing date into
the system.
The present application does not have
provision to capture the revision petition
hearing date.
Ability to facilitate entering of the revision
petition hearing date into the system.
11. Ability to facilitate entering of the
revision petition hearing details
into the system.
The present application does not have
provision to capture the revision petition
hearing details
Ability to facilitate entering of the revision
petition hearing details into the system.
12. Ability to generate endorsement
for the revision petition after the
hearing is done and the tax is
either confirmed or revised by the
commissioner.
The present application does not have
provision to capture endorsement
details for the revision carried out.
Ability to generate endorsement for the
revision petition after the hearing is done
and the tax is either confirmed or revised
by the commissioner.
13. Ability to enter the appeal petition
details into the system. If the
assesses does not agree with the
tax levied in the revision petition
The present application does not have
provision to capture petition details
against the revised structure. The
details are captured in the form of
Ability to facilitate in entering the appeal
petition application into the system. If the
assesses does not agree with the tax levied
in the revision petition hearing, he can
NAVI MUMBAI MUNICIPAL CORPORATION
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
hearing, he can apply for appeal of
revision petition orders.
remark and optional. apply for appeal of revision petition orders.
14. Ability to generate the
acknowledgement for the appeal
petition application received.
The present application does not have
provision to generate the
acknowledgement for the appeal
petition.
Ability to generate the acknowledgement
for the appeal petition application received.
15. Ability to facilitate in entering the
appeal petition hearing date into
the system.
The present application does not have
provision to capture the petition hearing
date.
Ability to facilitate in entering the appeal
petition hearing date into the system.
16. Ability to facilitate in generating
the appeal petition hearing date
information report. The assessee is
intimated about the appeal petition
hearing date on which the hearing
is held.
The present application does not have
provision to generate the petition
hearing date information. No provision
to generate report intimating the
assessee about the hearing date.
Ability to facilitate in generating the appeal
petition hearing date information report.
The assessee is intimated about the appeal
petition hearing date on which the hearing
is held. This would be done by generating
official report to the assessee and also
through e mail.
17. Ability to facilitate in entering the
appeal petition hearing details into
the system
The present application does not have
provision to capture the petition hearing
details.
Ability to facilitate in entering the appeal
petition hearing details into the system
18. Ability to generate the
endorsement for the appeal
The present application does not have
provision to generate a endorsement for
Ability to generate the endorsement for the
appeal petition after the hearing is done
NAVI MUMBAI MUNICIPAL CORPORATION
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
petition after the hearing is done
and the tax is either confirmed or
revised by the commissioner.
the appeal petition after the hearing is
done.
and the tax is either confirmed or revised
by the commissioner.
19. Ability to facilitate in generating
the court cases details for the
Assessment.
The present application does not have
provision to generate/capture the court
cases details for the assessment.
Ability to facilitate in generating the court
cases details for the Assessment.
Change Of Ownership
20. Ability to facilitate in
entering/adding the application
details for title transfer of property
and also facilitates in modifying an
existing record and deleting an
existing record.
The present application captures the
title transfer details after the approval
of the same by various competitive
authorities.
Ability to facilitate in entering/adding the
application details for title transfer of
property and also facilitates in modifying an
existing record and deleting an existing
record.
21. Ability to facilitate in issuing an
acknowledgement for the
application for title transfer
property.
The present application does not have
provision to generate a
acknowledgement against the receipt of
title transfer application.
Ability to facilitate in issuing an
acknowledgement for the application for
title transfer property.
22. Ability to facilitate in generating
the field verification checklist
report for the bill collectors use.
The present application does not have
provision to generate field verification
check list.
Ability to facilitate in generating the field
verification checklist report for the bill
collectors use.
23. Ability to facilitate in The present application does not have Ability to facilitate in entering/adding the
NAVI MUMBAI MUNICIPAL CORPORATION
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
entering/adding the field
verification details for title transfer
property and also facilitates in
modifying an existing record and
deleting an existing record
provision to capture the field verification
details.
field verification details for title transfer
property and also facilitates in modifying an
existing record and deleting an existing
record
24. Ability enter/add the approval
details for title transfer property
and also facilitates in modifying an
existing record and deleting an
existing record.
The present application captures the
title transfer details after the approval
of the same by various competitive
authorities.
Workflow for various approvals is desired.
25. Ability to enter/add the fee
payment details for title transfer
property and also facilitates in
modifying an existing record and
deleting an existing record
The present application does not
capture the fee payment details
associated with the title transfer.
Ability to enter/add the fee payment details
for title transfer property and also
facilitates in modifying an existing record
and deleting an existing record
26. Ability to facilitate in generating
the endorsement for the title
transfer of property after the
property is transferred and the
fees is paid.
The present application does not
capture the endorsement details for the
title transfer of property after the
property is transferred and the fee is
paid.
Ability to facilitate in generating the
endorsement for the title transfer property
after the property is transferred and the
fees is paid.
Assessment & Collection of Property Tax
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
27. Ability to calculate the PT to be
levied based on the building type,
area, usage details etc.
The property tax demands are raised
based on the structure type, area and
the usage.
As per the current Application
28. Ability to change property tax
computations and determine
arrears/refunds etc. with proper
controls/Authorization.
The present application allows changing
the property tax computation and
determines the arrears or refunds.
Changes to the tax structures are
carried out by the highest authority in
the property tax department.
As per the current Application
29. Ability to enter/add the
assessment details and property
tax levied and also facilitates in
modifying an existing record and
deleting an existing record.
The system does not allow physical
deletion of records. The deletion
operation changes the status of the
relevant record.
As per the current Application
30. Ability to enter/add the Arrear
details and property tax levied for
assessment and also facilitates in
modifying an existing record and
deleting an existing record.
The arrears are calculated based on the
demand raised and the respective
payments made by the assessee. No
facility to create a separate arrears
record.
As per the current Application
31. Ability to generate the demand
registers for the specified period.
The present application generates the
demand registers for the specified
As per the current Application
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
This function facilitates printing of
demand notices for the half year.
period. The printing of demand are
carried out after approval from each
property tax inspector.
32.
Ability to generate the PT paid for
the assessment.
The present application generates the
various reports against the receipts.
As per the current Application
33. Ability to generate advance PT
receipt for the assessment.
The present application accepts the
advance PT payments.
As per the current Application
34. Ability to generate enter/add the
application details for exemption
from property tax and also
facilitates in modifying an existing
record and deleting an existing
record.
The present application allows adding
exemption details.
The adding exemption details shall be
carried out by proper approvals from the
competitive authority. the system shall
keep trail of the records created and
modified.
35. Ability to generate the field
verification checklist report for
exemption for Bill Collectors use.
The present application does not
capture the field verification details for
exemptions.
Ability to generate the field verification
checklist report for exemption for Bill
Collectors use.
36. Ability to enter/add the field
verification details for exemption
and also facilitate in modifying an
existing record and deleting an
existing record.
The present application does not
capture the field verification details for
exemptions.
Ability to enter/add the field verification
details for exemption and also facilitate in
modifying an existing record and deleting
an existing record.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
37. Ability to enter/add the approval
details for exemption and
generating an exemption approval
details report and also facilitates in
modifying an existing record and
deleting an existing record.
The present application does not
capture the field verification details for
exemptions.
Ability to enter/add the approval details for
exemption and generating an exemption
approval details report and also facilitates
in modifying an existing record and deleting
an existing record.
38. Ability to enter/add the application
details for vacancy remission from
property tax and also facilitates in
modifying an existing record and
deleting an existing record.
The present application does not
capture the vacancy remission details.
Ability to enter/add the application details
for vacancy remission from property tax
and also facilitates in modifying an existing
record and deleting an existing record.
39. Ability to issue an
acknowledgement for the
application for vacancy remission.
The present application does not
capture the details of application for
vacancy remission details
Ability to issue an acknowledgement for the
application for vacancy remission.
40. Ability to generate the field
verification checklist report for
Vacancy Remission for Bill
Collectors use.
The present application does not
capture the check list details of
application for vacancy remission.
Ability to generate the field verification
checklist report for Vacancy Remission for
Bill Collectors use.
41. Ability to facilitate in
entering/adding the field
verification details for vacancy
The present application does not
facilitate adding the field verification
details for vacancy remission.
Ability to facilitate in entering/adding the
field verification details for vacancy
Remission and also facilitates in modifying
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
Remission and also facilitates in
modifying an existing record and
deleting an existing record.
an existing record and deleting an existing
record.
42. Ability to facilitate in
entering/adding the approval
details for vacancy remission and
generating an vacancy remission
approval details report and also
facilitates in modifying an existing
record and deleting an existing
record.
The present application does not
facilitate capture the approval details of
field verification details for vacancy
remission.
Ability to facilitate in entering/adding the
approval details for vacancy remission and
generating an vacancy remission approval
details report and also facilitates in
modifying an existing record and deleting
an existing record.
43. Ability to facilitate in
entering/adding the application
details for write off from property
tax and also facilitates in
modifying an existing record and
deleting an existing record.
The present application does not
facilitate adding application details for
write off.
Ability to facilitate in entering/adding the
application details for write off from
property tax and also facilitates in
modifying an existing record and deleting
an existing record.
44. Ability to facilitate in issuing an
acknowledgement for the
application for write off.
The present application does not
facilitate adding application details for
write off.
Ability to facilitate in issuing an
acknowledgement for the application for
write off.
45. Ability to facilitate in generating The present application does not Ability to facilitate in generating the field
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
the field verification checklist
report for Write Off for Bill
Collectors use
facilitate generating field verification
details for write off.
verification checklist report for Write Off for
Bill Collectors use
46. Ability to enter/add the field
verification details for write off and
also facilitates in modifying an
existing record and deleting an
existing record with proper
controls/authorization.
The present application does not
facilitate adding/modifying the field
verification details for write off.
Ability to enter/add the field verification
details for write off and also facilitates in
modifying an existing record and deleting
an existing record with proper
controls/authorization.
47. Ability to facilitate in
entering/adding the approval
details for write off and generating
a write off approval details report
and also facilitates in modifying an
existing record and deleting an
existing record with proper
controls/authorization.
The present application does not
facilitate capturing approval details for
write off.
Ability to facilitate in entering/adding the
approval details for write off and generating
a write off approval details report and also
facilitates in modifying an existing record
and deleting an existing record with proper
controls/authorization.
48. Ability to facilitate in generating
the court cases details for the
Assessment.
The present application does not
facilitate in generating the court cases
details for the assessment.
Ability to facilitate in generating the court
cases details for the Assessment.
General Revision & Assessment
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Existing Application Desired Application
49. Ability to accept requests for
Revision
The present application does not
capture the request for revision.
Ability to accept requests for Revision
50. Ability to accept the field
verification details
The present application does not
capture the field verification details.
Ability to accept the field verification details
51. Ability to update the Assessment
database based on the field
verification details
The present application does not
capture the field verification details.
Ability to update the Assessment database
based on the field verification details.
52. Ability to enter the property
modification details
The present application captures the
property modification details in terms of
effective area.
As per the Existing Application.
53. Ability to enter the penalties
details
In the present application the Property
tax inspector can levy additional
penalties.
As per the Existing Application.
54. Ability to enter the penalties
details
In the present application captures the
additional penalty details.
As per the Existing Application.
Master Maintenance
55. Ability to maintain details of
Revenue Zones(
Addition/Modification/Search)
Exists New additions/ modifications to be updated
from GIS
56. Ability to maintain details of
Revenue Wards(
Exists New additions/ modifications to be updated
from GIS
NAVI MUMBAI MUNICIPAL CORPORATION
Page 77 of 280
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
Addition/Modification/Search)
57. Ability to maintain details of
Revenue Blocks (
Addition/Modification/Search)
Exists New additions/ modifications to be updated
from GIS
58. Ability to maintain details of
Locations(
Addition/Modification/Search)
Exists New additions/ modifications to be updated
from GIS
59. Ability to maintain details of
Locality(
Addition/Modification/Search)
Exists New additions/ modifications to be updated
from GIS
60. Ability to maintain details of
Apartments/Complexes(
Addition/Modification/Search)
Exists New additions/ modifications to be updated
from GIS
61. Ability to maintain details of
Nature of Use of the Buildings (
Addition /Modification/Search)
Exists As per the Current Application
62. Ability to maintain details of
Nature of Use of the Buildings
(Addition/Modification/Search)
Exists As per the Current Application
63. Ability to maintain details of Roof
Type Master ( Addition/
Exists As per the Current Application
NAVI MUMBAI MUNICIPAL CORPORATION
Page 78 of 280
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
Modification/ Search)
64. Ability to maintain details of Wall
Type Master(
Addition/Modification/Search)
Does Not Exist The current calculation does not consider
wall type as parameter.
65. Ability to maintain details of Floor
Types(
Addition/Modification/Search)
Does Not Exist The current calculation does not consider
wall type as parameter.
66. Ability to maintain details of Unit
Rates (
Addition/Modification/Search)
Exists As per the Current Application
67. Ability to maintain details of tax
Rates(
Addition/Modification/Search)
Exists As per the Current Application
68. Ability to maintain details of
Depreciation Rate(
Addition/Modification/Search)
Does Not Exist The current calculation does not consider
wall type as parameter.
69. Ability to maintain details of Bill
Collector Master(
Addition/Modification/Search)
Exists As per the Current Application. Common
master for All types of Bill Connection with
standard Collection Center ID.
70. Ability to maintain details of
Service Tax master(
Does Not Exist The current calculation does not consider
wall type as parameter.
NAVI MUMBAI MUNICIPAL CORPORATION
Page 79 of 280
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
Addition/Modification/Search)
71. Ability to maintain details of
Exemption details master(
Addition/Modification/Search)
Does Not Exist The current calculation does not consider
wall type as parameter.
72. Ability to maintain occupier
details(
Addition/Modification/Search)
Exists data for few property. Need to be
authenticated
73. Ability to maintain details of Bank
Master (
Addition/Modification/Search)
Exists As per the Current Application. Common
master for All types of Bill Connection with
standard Collection Center ID.
MIS Reports
74. Field Verification Check List Does Not Exist Need design Field Verification Check List for
various tasks.
75. Special Notice Exists
76. Demand Notices Exists
77. Collections:
NAVI MUMBAI MUNICIPAL CORPORATION
Page 80 of 280
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
Bill Collectors Collection (
Counter Collection, Direct bank
remittance)
Election Ward wise Collection
Locality wise Collection
Penalty on Late Payment Collection
Penalty on Unauthorized
Construction
Revenue Block wise Collection
Revenue Ward wise Collection
Revenue Zone wise Collection
Street wise Collection.
Exists
Exists
Exists
Exists
Exists
Exists
Does not Exist
Exist
Exist
Exist
Exist
Does not Exist.
80. Registers
Arrears Register Does not Exist. To be Incorporated
Area Base Register Does not Exist. To be Incorporated
DCB Register Does not Exist. To be Incorporated
Exemption Details Register Does not Exist. To be Incorporated
PT Register Exists
Register of Appeals for the Year Does not Exist To be Incorporated
Register of Distains Does not Exist To be Incorporated
Register of Warrants Does not Exist To be Incorporated
NAVI MUMBAI MUNICIPAL CORPORATION
Page 81 of 280
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
Remittance/Daily Collection
Register
Exist
Receipts/Payments Register of PT
for the Year
Exists
True Extract of Property Tax
Demand Register
Exists
Vacancy Remission Register Does not Exist To be Incorporated
Write Off Register Does not Exist To be Incorporated
81. Certificates
Ownership Certificates Does not Exist To be Incorporated
Valuation Certificate Does not Exist To be Incorporated
82. Other Notices.
Ownership Certificate Does not Exist To be Incorporated
Valuation certificate Does not Exist To be Incorporated
83. Apartment Details, Complex
Details, Group Housing Details,
Row Housing Detail
Does not Exist To be Incorporated
84. Building Age wise Assessment List Does not Exist To be Incorporated
85. Monthly List of Buildings Requiring
Levy of PT or Revision of PT
Does not Exist To be Incorporated
86. Occupiers Notice Details Does not Exist To be Incorporated
NAVI MUMBAI MUNICIPAL CORPORATION
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
87. Occupiers Other Than Owners Does not Exist To be Incorporated
88. Tax Section Circle No. (Property
details by the owner)
Does not Exist To be Incorporated
NAVI MUMBAI MUNICIPAL CORPORATION
Page 83 of 280
Reusability of the existing Application:
The existing application has been evaluated based on the JnNURM guidelines to
improve the citizen delivery process and the objective of the Municipal Corporation.
While preparation of this document a detailed study has been carried out to evaluate
the possibility of reusing the existing application in the technical point view with the
proposed e-Governance application and the observations are as follows.
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets Requirements = 2 Points, Exceeds Requirements = 3 Points
Evaluation Criteria Priority Existing New
Development Functional compliance High 2 2 Technology Compliance High 3 3 RDBMS Compliance High 3 3 GIS Compatibility High 2 2 Architecture Medium 3 2 Interface with other Modules High 2 2 Customization Medium 2 2 Total Score 17 16
Technology:
• The present application is on J2EE as user interface (UI) and Oracle 9i as
Relational Database Management System (RDBMS).
• 3- tier architecture.
• The present RDBMS is compliant to the desired RDBMS as per the standard
unified database across the enterprise.
• Functional Changes need to be incorporated to close the GAPS identified in
the GAP analysis report. The existing system is scalable to meet the
enhancement.
• Interface with proposed modules like Double Entry Accounting & Financial
Management, Document Management, Portal/CFC.
• The application covers features like online collection from ward office which
minimizes the data entry and decentralizes the collection activity from the
ward and other collection centers.
• The present web based application was deployed in the year 2006 and the
performance of the application is satisfactory.
• The existing application covers all historical data i.e from the inception of
NMMC (Year 1994).
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• Database structure support interface with water billing and GIS. Presently,
the interface is lacking due to two physical databases at located at two
geographical locations.
Functionality:
• Refer Gap analysis listed out against each service like addition of new
assessee, name Transfer, Demand and collection and General Revision in
Page No 59-78.
The comparison of 2 options namely, improving the existing application, switching
over newly developed application with minimum customization shows that each
option has some level of risk associated.
Existing Application:
1. Change in functionality and incorporating new changes may destabilize the
system.
New Development:
1. Higher development cost
2. Higher customization charges
3. Requirement high end Skilled Resources to customize the application in line with
JnNURM requirement.
4. Retention of technical resource
5. Migrating data from the existing application to the new application as per
requirement.
Considering the above risks, functionality, compatibility of existing application with
the proposed unified technology platform and the cost impacts, NMMC decided to
retain the existing application and carry out the enhancement to meet the JnNurm
guidelines for better service delivery.
Operation and Maintenance:
Operation:
NAVI MUMBAI MUNICIPAL CORPORATION
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NMMC evaluated following options to manage the day to day activity related to this
service delivery associated with property Tax.
1. In house: Manage the operation with in house dedicated team, own
infrastructure and premises owned by NMMC.
Risk Associated with above option
• Capability Building
• Retention of resource
• Knowledge Transfer
• Frequent change in top hierarchy may destabilize the team.
Risk Mitigation:
Periodical and Adequate training to the in house team identified by the Municipal
Corporation.
Retaining the resources for longer time without frequent inter departmental and intra
departmental transfers.
Well defined Knowledge sharing process and adequate back up team to support the
emergency requirements.
2. PPP/Outsource model: Resources from 3rd party with infrastructure and
software applications owned by NMMC. Presently, NMMC has outsourced one of the
services namely; Collection of Property Tax has been outsourced to Axis Bank with
Service level agreement as agreed by NMMC and Axis bank.
Risk Associated with above option
• Adherence to the service delivery commitments.
• No adequate knowledge to the in-house team
• Achieving Service levels.
Risk Mitigation:
• Well defined the service level agreements with the PPP vendor and
compensation linked with service delivery.
• Backup team with members identified by NMMC to support the emergency
requirements.
• Well defined service levels, target date and escalation process in the event of
failures if any.
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After thorough consideration of various parameters such as number of employees,
present work load analysis, new recruitment and financial burden on NMMC and risk
associated with above option like technical competency, citizen response and
relationship and capability building, NMMC may opt for PPP model for the collection
and bill distribution activity only. Other back office activities are managed by the
NMMC internal team.
Maintenance:
The maintenance of the application software and database shall be the responsibility
of NMMC IT team along with vendor team accountable for maintenance headed by
NMMC System administrator under the guidance of commissioner and city engineer.
The maintenance and enhancement shall be carried out as per the IT policy of
NMMC.
Business Process Reengineering (BPR) in Property tax:
1. Self Assessment of Property
2. Rationalization of Property tax structure based on the availability of
municipal facility
3. Mechanism to register the rented property through various other
government organizations such as local dept.
4. Redesigning the Demand/Bill format from the present 3 copy format to
single copy format with receipt.
5. Introduction of Advertisement on Bill formats as an additional revenue
for Municipal Corporation.
6. Incorporating BARCODE in the Demand format to speed up the
collection process at the payment collection counters.
7. Standardize all application formats related to citizen delivery.
8. Interface with document management system to maintain and manage
the document from central repository.
NAVI MUMBAI MUNICIPAL CORPORATION
Page 87 of 280
2.2.3 Water Supply & Billing
Water supply is a major service offered by Navi Mumbai Municipal
Corporation. Presently, NMMC avails the water from MJPD (Maharashtra
Jeevan Pradhikaran) and MIDC (Maharashtra Industrial development
Corporation). In the year 2005-2006 NMMC acquired a major source of Water
MORBE which is a large catchments area with capacity. NMMC is in the
process of laying pipe lines, filtering plant and the same is expected to be
operational from January 2009.
NMMC has mix of water connections i.e Metered and Fixed water Charge. The
demands are raised once in two Months (Bi Monthly). Water Charges are
collected based on the consumption of Water (For Metered connection), usage
(commercial, residential, bunglow) and type of connection.
The activities of water supply department covers.
1. New Connection
2. Amendment to existing connection (name Transfer/ Change in
Usage/Change in pipe Size etc.)
3. Disconnection/Reconnection
4. Demands and Collections
Number of connection: 1,14,649
Metered: 25,454
Non Metered: 89,195
Number of Connection based on Usage: 25,454
Residential: 19,910
Commercial: 5,219
Temporary: 325
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Page 88 of 280
Key Objectives: Sr.No Description of Service
Delivery Existing delivery
Time (Avg) Expected Time
Line as per JnNurm Guide
Line
Proposed Time line after implementation of E-
Governance
Performance Parameters
1. Collection Of Water Bills 15min -45 min <15 Min < 15 Min Time to retrieve the data from Central
repository. Navigation, time to
Commit record back to central database.
2. Collection of water Bills – Online through e-Biz Portal
3 min N.A 3 min Time to retrieve the data from Central
repository. Navigation, time to
Commit record back to central database.
3. Availability Bills online- Bills will be made available to the citizen in the form of PDF format.
N.A N.A Within 5days from the date of processing the Data
Accuracy of bills and meter readings.
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Case I – New Connection/Additional Connection (Existing)
Submit theApplication along with
specified document
Assessee
Accept theapplication
Ward officer/Jr.Enggr
Flield Inspection toVerify the
application details
Ward officer/Jr.Enggr
Forward theapplication to
Dy.Enggr
Ward officer/Jr.Enggr
Forward theapplication to
Executive Enggr
Dy.Enggr
Approval FromEx.Enggr Release work
Order
Dy Enggr
YES ChallanPreparation
Ward officer
Payment of thespecifiedamount
Assessee
Allocate Meter
Ward Officer
For furtherdetails
Ward officer
NO
FLO W CHART FO R NEW CO NNECTIO N (EXISTING)
Intimation toapplicant
NAVI MUMBAI MUNICIPAL CORPORATION
Page 90 of 280
Gap Analysis: Case I – New Connection/Additional Connection
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Assesses to submit the application
form for new connection or
additional connection through
online portal or Citizen Service
Center.
Assesses submits the
application directly to the Water
supply department. The present
application captures only the
Name of the owner,
Document/Title Deed
Information’s, Last property tax
paid details, approval plan from
Town planning department.
No facility to submit the
application through the NMMC
Information site
http://www.nmmconline.com.
Assessee submits the application through
• Through the NMMC web Portal
• Citizen facilitation Center
• Ward Office
The application shall display the list of
required documents to apply for the service
along with mandatory details required.
2. Receiving Clerk Captures
Application Details.
The ward officer or Junior
engineer collects the
information.
No changes desired.
3. Generate Acknowledgement to the
Assesses with unique number for
Facility exists for issue of
Acknowledgement against the
No Changes Desired
NAVI MUMBAI MUNICIPAL CORPORATION
Page 91 of 280
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
future reference. Receipt of application for new
registration.
4. Generate Field verification Check
list
Exists No Changes Desired
5. Verify owner ship details - Field
Verification.
Exists Technical approval from Dy. Engineer for
hydraulic analysis and rehabilitation
(impact analysis with the proposed
connection and diameter adjustment to
maintain equitable pressure across the
zone) if required. Interface with GIS based
water analysis software.
6 Approval from Executive Engineer Exists Approval of Junction pressure report and
suggested new pipe report.
7 Prepare challan for payment of
connection charges, road Cutting
charges etc
Exists No Change desired
8 Capture assessee payment details
and receive payment receipt
acknowledgement
Exists No change desired.
7. Release order for new connection Exist As built drawing and data should be
updated on GIS repository.
NAVI MUMBAI MUNICIPAL CORPORATION
Page 92 of 280
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
8. Generate a unique Consumer
Number and generate water bills
as per the cycle.
Exist No changes desired.
NAVI MUMBAI MUNICIPAL CORPORATION
Page 93 of 280
Case I – New Connection/Additional Connection (Proposed)
DownLoad theapplication form along
with list of manadatorydocuments from the
portal/CFC
ASSESSEE
Verify thedocuments and
Issue receipt andacknowledgement
CFC/PORTAL CLERK
Flield Inspectionand pressure test
analysis andtechnical feasibility
Ward officer/Jr.Enggr
Approval fromDy.Engg
Dy.Enggr
Approval fromExecutiveEngineer
Executive Engineer
Approval FromEx.Enggr
ChallanPreparation &
Approval
Dy Enggr
YES PaymentInstruction tothe assessee
Ward officer
Payment of thespecifiedamount
Assessee
Accept paymentand Generate
Receipt
CFC Clerk
For furtherdetails
Ward officer
NO
FLOW CHART FOR NEW CONNECTION (PROPOSED)
Release WorkOrder
Ward officer
Connection andFitment of
meter
Plumber
Update Fitmentdate and initialmeter reading
Ward officer
For update ofrecords andMonthly Bills
Billing Dept
SMS Gatewayintegration
Integration withProperty tax
AccountingIntegration
SMS Gatewayintegration
Integrationwith GIS
Integration withDocument
management
Integration with asssetmanagement and complaint
management system
Interface with waterCAD Analysis
Utility
NAVI MUMBAI MUNICIPAL CORPORATION
Page 94 of 280
Case II – Change of Usage
Submit theApplication along with
specified document
Assessee
Accept theapplication
Ward officer/Jr.Enggr
Flield Inspection toVerify the
application details
Ward officer/Jr.Enggr
Forward theapplication to
Dy.Enggr
Ward officer/Jr.Enggr
Forward theapplication to
Executive Enggr
Dy.Enggr
Approval FromEx.Enggr Release work
Order
Dy Enggr
YES ChallanPreparation
Ward officer
Payment of thespecifiedamount
Assessee
For furtherdetails
Ward officer
NO
FLO W CHART FO R CHANGE O F USAGE (EXISTING)
Intimation toapplicant
Update customerprofile and billing
details
NAVI MUMBAI MUNICIPAL CORPORATION
Page 95 of 280
GAP ANALYSIS:
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Assesses to submit the
application form for change in
usage with relevant supporting
documents.
Facility to accept the request through CFC
2. Receiving Clerk Captures
Application Details.
The ward officer or Junior engineer
collects the information.
No changes desired.
3. Generate Acknowledgement to
the Assesses with unique
number for future reference.
Facility exists for issue of
Acknowledgement against the Receipt
of application for change of usage
No Changes Desired
4. Generate Field verification Check
list
Exists No Changes Desired
5. Verify details - Field Verification Exists No change desired
6 Approval from Executive
Engineer
Exists Verify the technical details from the GIS
repository
7 Collect the Transaction charges
applicable
Exists No Change desired
8 Capture assessee payment
details and receive payment
receipt acknowledgement
Exists No change desired.
9. Release order for change of Exist Update GIS information for change of Usage
NAVI MUMBAI MUNICIPAL CORPORATION
Page 96 of 280
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
usage and other attribute if any.
10. Update assessment details Exist No changes desired.
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Change of Usage (Proposed):
DownLoad theapplication form along
with list of manadatorydocuments from the
portal/CFC
ASSESSEE
Verify thedocuments and
Issue receipt andacknowledgement
CFC/PORTAL CLERK
Flield Inspectionand technical
feasibility
Ward officer/Jr.Enggr
Approval fromDy.Engg
Dy.Enggr
Approval fromExecutiveEngineer
Executive Engineer
Approval FromEx.Enggr Challan Preparation
as per change ofusage & Approval
Dy Enggr
YES PaymentInstruction tothe assessee
Ward officer
Payment of thespecifiedamount
Assessee
Accept paymentand Generate
Receipt
CFC Clerk
For furtherdetails
Ward officer
NO
FLOW CHART FOR CHANGE OF USAGE (PROPOSED)
Release WorkOrder
Ward officer
Connection andFitment of
meter
Plumber
Update Fitmentdate and initialmeter reading
Ward officer
For update ofrecords andMonthly Bills
Billing Dept
Integration withProperty tax
AccountingIntegration
SMS Gatewayintegration
Integrationwith GIS
Integration withDocument
management
NAVI MUMBAI MUNICIPAL CORPORATION
Page 98 of 280
Case III – Assessment & Collection
Assessment Collection (Existing)
Update Meterreading
Clerk
GenerateDemand
Clerk
Distribution ofdemand Notice/
Bills
Ward officer
Makes Payment
Assessee
Check BillDue Date?
Collect the BillAmount
Collect the paymentwith Delayed Payment
Charges
Generate receipt
On or Before
After
Billing and payment Collection (existing)
NAVI MUMBAI MUNICIPAL CORPORATION
Page 99 of 280
GAP ANALYSIS:
Sr.
No
National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Meter Readings are collected
from the field.
Meter readings are collected
from field by the respective
meter reader
Facility to issue Bills on the spot after entering
the meter reading.
Interface with Advanced GIS based Water
Aanalysis software for accurate demand
allocation.
2. Process the Bills for the relevant
cycle
Exists No change desired
3. The bills are distributed to the
respective assessee
Exists In addition to the distribution of physical bills, e-
bills (.pdf format) are also sent to the assesses
who are registered to receive through email and
SMS alerts. The bills need to have Barcode to
speed up the data entry process.
4. Collection of payment at the
ward office, designated banks,
online payment (Net
banking/Credit Card)
Exists Introduction of any time Bill collection Kiosks.
5. Receipts are issued to the payee Exists No changes desired
6 Update payee Ledger/ Demand
register
Exists No changes desired.
NAVI MUMBAI MUNICIPAL CORPORATION
Page 100 of 280
Assessment & Collection (Proposed)
Update Meterreading
Clerk
GenerateDemand
Clerk
Distribution ofdemand Notice/
Bills
Ward officer
Makes Payment
Assessee
Check BillDue Date?
Collect the BillAmount
Collect the paymentwith Delayed Payment
Charges
Generate receipt
Integration with RFbased Meter Reader
Integration withEmail Billing
Integration withSMS Gateway
Inclusion of Barcode on theBills to improve the
Payment Collection process
IntegrationwithAccounting
On or Before
After
Billing and payment Collection(Proposed)
NAVI MUMBAI MUNICIPAL CORPORATION
Page 101 of 280
Case IV – Disconnection/ Reconnection of Water Source
Submit theApplication along with
specified document
Assessee
Accept theapplication
Ward officer/Jr.Enggr
Forward theapplication to
Dy.Enggr
Ward officer/Jr.Enggr
Forward theapplication to
Executive Enggr
Dy.Enggr
Approval fromExecutive Enggr
Generate workOrder
Dy.Enggr
Execution ofwork Order
Ward office/Jr.Enggr
Rejection Note toapplicant/Assesse
No
YES
Reconnection andDisconnection (Existing)
NAVI MUMBAI MUNICIPAL CORPORATION
Page 102 of 280
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Assesses to submit the application
form for Reconnection with relevant
documents like Latest Water Charges
receipt copy
Exists No changes desired.
2. Receiving Clerk Captures Application
Details.
The ward officer or Junior
engineer collects the
information.
Facility to accept the application at the CFC.
3. Generate Acknowledgement to the
Assesses with unique number for
future reference.
Facility exists for issue of
Acknowledgement against
the Receipt of application
for change of usage
No Changes Desired
5 Approval from Executive Engineer Exists No Changes desired
6 Collect the Transaction charges
applicable
Exists No Change desired
8 Capture assessee payment details and
receive payment receipt
acknowledgement
Exists No change desired.
9. Release order for reconnection Exist Update GIS repository.
10. Update assessment details Exist No changes desired.
NAVI MUMBAI MUNICIPAL CORPORATION
Page 103 of 280
Flow Chart for Reconnection and Disconnection
DownLoad theapplication form along
with list of manadatorydocuments from the
portal/CFC
ASSESSEE
Verify thedocuments and
Issue receipt andacknowledgement
CFC/PORTAL CLERK
Approval fromDy.Engg
Dy.Enggr
Approval fromExecutiveEngineer
Executive Engineer
Approval FromEx.Enggr
For furtherdetails
Ward officer
NO
Release WorkOrder
Ward officer
Connection andFitment of
meter
Plumber
Update Fitmentdate and initialmeter reading
Ward officer
For update ofrecords andMonthly Bills
Billing Dept
Integration withProperty tax
Integrationwith GIS
Integration withDocument
management
Reconnection and Disconnection(Proposed)
NAVI MUMBAI MUNICIPAL CORPORATION
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MIS – Water Supply & Billing
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Acknowledgment for application Does not Exist The system shall generate acknowledgement for
all category of applications.
2. Intimation letter or proceedings for tap
connection
Does not Exist The system shall generate Intimation letter or
proceedings for tap connection.
3. Work order Exists No change
4. Consumer register (All Water Tap
Connections Details)
Does not Exist The system shall generate Consumer register
5. Disconnection Notice for unauthorized
Connection
Does not Exist The system shall generate Disconnection Notice for
unauthorized Connection
6. Disconnection Notice for existing
Connection
Does not Exist The system shall generate Disconnection Notice for
existing Connection
7. List of Tap Connections Sanctioned in
Specified Period
Does not Exist The system shall generate List of Tap Connections
Sanctioned in Specified Period
8. Demand Register Exists No change
9. Arrear Demand Register (All Water Tap
Connections Arrears
list)
Exists No change
10. Preprinted Demand Notice Exists No change
11. Bill collector wise collected Water Exists No change
NAVI MUMBAI MUNICIPAL CORPORATION
Page 105 of 280
charges
12. Location wise collected Water charges Exists No change
13. Zone wise collected Water charges Exists Ward wise collected water charges. No change
14. Arrear Details individual list Exists No change
15. Report for all Water Tap connections DCB
Does not exist The application shall generate Report for all Water Tap connections DCB
16. Block wise DCB report Exists Ward wise DCB report. No change
17. Individual DCB Report Exists No change
18. Modification /Reconnection Details report
Exists No change
19. Assessment Register details Exists No change
Interface with other Modules
Sr.No National Mission Mode
Project Guide Line
Existing
Application
Desired Application
1. Property tax Module Tax Module. No such Interface
Exists.
Interface with Property Tax Module desired to verify the
ownership details. This helps in issue various of NOC (No
Objection certificate from Assessee)
2. Building Layout & Approval No software
application exists in
The Town Planning
and Building
approval
The town Planning and Building Approval Data Plays a vital
role in the day to day operation of other departments like
Water Billing and Property tax. Hence, it is need of the day to
automate the activities of Town planning and Building
approval department.
NAVI MUMBAI MUNICIPAL CORPORATION
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Sr.No National Mission Mode
Project Guide Line
Existing
Application
Desired Application
Department. GIS data Control (Creation of New Plots/ updating existing
plots) like amalgamation/split of plot, creation of new sector
and plot shall be controlled by the Town Planning
department.
3. Public Grievance Redressal No interface exists
between the
Property tax and
Public Grievance
Module
It is desired to track each public grievance with a plot
information for better decision control.
4. Court cases No interface exists No application exists.
5. Accounting Module No Interface exists It is desirable to have an interface with Accounting
application in the form of Day end Procedure. The application
shall Post a daily entry in to the accounting Module (Journal
Voucher/cash receipt Voucher) based on the day to day
transaction pertaining to the Collection and Amendment to
the existing & previous demands.
6. Project & Works Module. No interface exists
with Projects and
Works Module.
No changes desired.
7. CAD based Water Analysis No interface exists. It is desired to have an interface with GIS based Water
NAVI MUMBAI MUNICIPAL CORPORATION
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Sr.No National Mission Mode
Project Guide Line
Existing
Application
Desired Application
software Analysis software. The desired benefits are as follows.
1. Periodic Leakage detection exercise: Hydraulic analysis of
updated water network may help to locate the leakage
hotspots, which could further be investigated to find out
pin pointed leakages.
2. Preparation of District Metering Area (DMA) to execute
periodic Water Audit.
3. Pressure analysis and frequent pipe adequacy
check/optimal design and will ensure reduction in
unwarranted rehabilitation costs.
4. Restriction to haphazard laying of connections shall
ensure reduced Non Revenue Water (NRW) and quick
but reliable Water Audit.
5. Valve Criticality Analysis shall insure reduced service
disruption.
6. Huge savings in case of identifying the unpredicted
transients happening in the water network and taking
corrective measures.
7. Mitigated Service level disruptions because of
inappropriate valve operations and unpredicted pump
failures.
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Sr.No National Mission Mode
Project Guide Line
Existing
Application
Desired Application
8. Periodic statistical analysis of repeated leakages may
unearth facts about particular diameter/ material
performances.
Benefits of GIS based water Analysis (Process Comparison):
Manual Process Desired Process 1. Local decision on pipe placements/cross
connection.
2. Local solution achieved, but pressure imbalance
exists.
3. Makes network inadequate as demand
increases.
4. Periodical Rehabilitation required based on the
increase in demand as no network data
available for analysis.
5. Designer need to opt for larger factor of safety
since existing network not known.
Requires larger investment for additional network.
1. Pressure analysis for every connection
2. Local pipe adjustment only after technical
approval and update.
3. DMA (District Metering Area) Management.
4. Eventually, equitable and stable pressure
adjustment.
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Reusability of the existing Application: The existing application has been evaluated based on the JnNURM guidelines to improve the citizen delivery process and the
objective of the Municipal Corporation. While preparation of this document a detailed study has been carried out to evaluate the
possibility of reusing the existing application in the technical point view with the proposed e-Governance application and the
observations are as follows.
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets Requirements = 2 Points, Exceeds Requirements = 3 Points
Evaluation Criteria Priority Existing ERP Functional compliance High 2 2 Technology Compliance High 3 3 RDBMS Compliance High 3 3 GIS compatibility High 2 2 Architecture Medium 2 3 Interface with other Modules High 2 2 Customization Medium 2 2 Total Score 16 17
Technology:
• The present application is on J2EE as user interface (UI) and Oracle 9i as Relational Database Management System
(RDBMS).
• 3-tier architecture.
• The present RDBMS is compliant to the desired RDBMS as per the standard unified database across the enterprise.
• Functional Changes need to be incorporated to close the GAPS identified in the GAP analysis report. The existing system
is scalable to meet the enhancement.
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• Interface to be developed with proposed modules like Double Entry Accounting & Financial Management, Document
Management, Portal/CFC, citizen grievance, GIS Based Water Analysis Software.
• The application covers features like online collection from ward office which minimizes the data entry and decentralizes
the collection activity from the ward and other collection centers.
• The present web based application was deployed in the year 2006 and the performance of the application is satisfactory.
• The existing application covers all historical data i.e from the year 2005
• Database structure support interface with water billing and GIS. Presently, the interface is lacking due to two physical
databases at located at two geographical locations.
Functionality:
• Refer Gap analysis listed out against each service like addition of new assessee, name Transfer, Demand and collection
and General Revision in Page No 96-109.
The comparison of 2 options namely, improving the existing application and switching over to off the shelf application with
minimum customization shows that each option has some level of risk listed.
Existing Application:
1. Change in functionality and incorporating new changes may destabilize the system.
2. Longer implementation cycle may lead to delay in delivering the final objectives.
Off the shelf:
1. Higher Acquisition Cost
2. Higher customization charges
3. Requirement of high end skilled Resources to customize the application in line with JnNURM requirement.
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4. Retention of technical resource
5. Migrating data from the existing application to the new application as per requirement.
Conclusion:
Considering the above risks , objectives and the cost impacts, NMMC decided to retain the existing application and carry out the
enhancement to meet the JnNurm guidelines for better service delivery. However, the risk mentioned in the above section shall
be mitigated with the skilled techno functional team and thorough impact study before commencement of enhancement.
Operation and Maintenance:
Operation:
NMMC evaluated following options to manage the day to day activity related to this service delivery associated with property
Tax.
1. In house: Manage the operation with in house dedicated team, own infrastructure and premises owned by NMMC.
Risk Associated with above option
• Capability Building
• Retention of resource
• Knowledge Transfer
• Frequent change in top hierarchy may destabilize the team.
Risk Mitigation:
• Periodical and Adequate training to the in house team identified by the Municipal Corporation.
• Retaining the resources for longer time without frequent inter departmental and intra departmental transfers.
• Well defined Knowledge sharing process and adequate back up team to support the emergency requirements.
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2. PPP/Outsource model: Resources from 3rd party with infrastructure and software applications owned by NMMC. Presently,
NMMC has outsourced one of the services namely; Collection of Property Tax has been outsourced to Axis Bank with Service
level agreement as agreed by NMMC and Axis bank.
Risk Associated with above option
• Adherence to the service delivery commitments.
• No adequate knowledge to the in-house team
• Achieving Service levels.
Risk Mitigation:
• Well defined the service level agreements with the PPP vendor and compensation linked with service delivery.
• Backup team with members identified by NMMC to support the emergency requirements.
• Well defined service levels, target date and escalation process in the event of failures if any.
After thorough consideration of various parameters such as number of employees, present work load analysis, new recruitment
and financial burden on NMMC and risk associated with above option like technical competency, citizen response and
relationship and capability building, NMMC may opt for PPP model for bill distribution and collection only. Other back office
activities are managed by the internal team of NMMC. However, NMMC would also make arrangements for backup team (in
house members for collection and bill distribution) to meet the emergency requirements if any.
Maintenance:
The maintenance of the application software and database shall be the responsibility of NMMC IT team along with vendor
responsible headed by System administrator under the guidance of commissioner and city engineer. The maintenance and
enhancement shall be carried out as per the IT policy of NMMC.
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Business Process Reengineering (BPR) in Water Supply & Billing:
1. Standardise the all application formats related to citizen delivery.
2. Redesigning the Demand/Bill format from the present 3 copy format to single copy format with receipt.
3. Introduction of Advertisement on Bill formats as a additional revenue for Municipal corporation.
4. Incorporating BARCODE in the Demand format to speed up the collection process at the payment collection
counters.
5. Interface with GIS based water analysis utilities for evaluation of Pressure analysis before approval of new
connection.
6. Interface with GIS based water utilities to keep the assets up to date.
7. Interface with document management system.
8. Hydraulic analysis and junction pressure with the aid of GIS enabled CAD software and rehabilitation (impact
analysis with the proposed connection and diameter adjustment to maintain equitable pressure across the zone)
before sanction of permission for new connection/additional connection. This helps in maintaining the adequate
pressure across the feeder zones.
The benefits of Utility Management system (Water),has been evaluated based on case study carried out by Badlapur
Municipal corporation resulted in to saving of Rs.470 Crores. If the same case has been applied to NMMC, the current
water supply is 320 MLD. The present Non revenue water is about 32%. Even if the implementation of asset
management application saves 2% water resulting in to saving 6.4 MLD water and amounting Rs.29,000.00 @
Rs.4.50 per1000 ltrs. The yearly amount saved is Rs.1.00 Crores.A case study of Badlapur is enclosed with the DPR.
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2.2.4 Citizen Grievance Monitoring
The corporation receives the complaints from citizens in various forms to name a few
telephone calls, personal visit, e- mails, request through posts, couriers etc.
NMMC envisaged effective grievance monitoring system to address the complaints in
an effective and efficient manner. It helps the administration more accountable,
responsive and citizen friendly.
The objective of grievance system is to provide multiple channels of grievance
recording, in order to make it more citizens friendly and to provide linkages to
different sections for increased transparency, citizen participation and performance
accountability
Navi Mumbai Municipal Corporation Provides following services to the citizens of Navi
Mumbai. The following table list out the details of services and the department
responsible for.
The services being offered by the Municipalities in the state have been enumerated
through elaborate stakeholder consultations.
Sr.No Category Sub Category Micro Level
Category
Description
1. Core Service
Delivery
Civic Services Water Supply Improving water supply
services through new
connection, replacing flat
rate billing to meter
based billing, line
extension, line
maintenance.
2. Core Service
Delivery
Civic Services Sewerage Improving sewerage
services by undertaking
new scheme, new
service connection, line
extension etc.
3. Core Service
Delivery
Civic Services Public health
and sanitation
Improving public health
and sanitation service
like removal carcasses,
Sweeping and cleaning
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Sr.No Category Sub Category Micro Level
Category
Description
of Roads, lanes, public
drains.
4. Core Service
Delivery
Civic Services Open/Close
Drains
Improving existing
surface drainage system
across municipalities and
laying new drainage
system, regular cleaning,
removal slits.
5. Core Service
Delivery
Civic Services Road
Maintenance
Improving the
maintenance of existing
road network by filling
pot holes, patches and
relaying of road surface.
Converting high traffic
zone roads to concrete
surface.
6. Core Service
Delivery
Civic Services Street Light Improving the
maintenance of existing
street light network and
new street light
connections.
7. Core Service
Delivery
Civic Services Solid Waste
Disposal
Improving solid waste
disposal system by
collection of waste from
Door to Door, Predefined
pick up points,
segregating waste,
transporting, processing
of waste.
8. Core Service
Delivery
License &
permits
Building
/development
permission
Improving the
Building/Permission
system covering receipt
of application,
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Sr.No Category Sub Category Micro Level
Category
Description
processing and issue of
permits.
9. Core Service
Delivery
License &
permits
Permit exhibiting
advertisement,
posters and
Hoardings.
Improving systems for
handling permits for
exhibiting
advertisement,
hoardings, posters
etc covering receipt of
application, processing
and issue of permits.
10. Core Service
Delivery
License &
permits
Dangerous and
Hazardous Trade
License
Improving systems for
handling Dangerous and
Offensive Trade License
covering receipt of
application, processing
and issue of licenses.
11. Core Service
Delivery
License &
permits
Slaughter House Improving systems for
licensing of private
slaughter houses in
Municipalities, covering
receipt of applications,
processing and issue of
licenses.
12. Core Service
Delivery
License &
permits
License for
Installation of
machineries.
Improving systems for
licensing for installation
of machinery in
Municipalities, covering
receipt of application,
processing and issue
Of licenses.
13. Core Service
Delivery
License &
permits
License for
private markets
Improving systems for
licensing of private
markets in
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Sr.No Category Sub Category Micro Level
Category
Description
Municipalities,
Covering receipt of
applications, processing
and issue of licenses.
14. Core Service
Delivery
License &
permits
License for
private cart
stand
Improving systems for
licensing of private cart
stands in Municipalities,
covering receipt of
applications, processing
and issue of licenses.
15. Core Service
Delivery
License &
permits
License under
Places of Public
Resort Act and
Rules
Improving systems for
licensing under Places of
Public Resort Act and
Rules in Municipalities,
covering receipt of
applications, Processing
and issue of licenses.
16. Core Service
Delivery
License &
permits
License under
Prevention of
Food
Adulteration Act
and Rules
Improving systems for
licensing under
Prevention of Food
Adulteration Act and
Rules in Municipalities,
covering receipt of
applications, processing
and issue of licenses.
17. Core Service
Delivery
Certificates
(General)
Residential
Certificate
Improving systems for
issuing residential
certificates in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
18. Core Service Certificates Ownership Improving systems for
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Sr.No Category Sub Category Micro Level
Category
Description
Delivery (General) certificate issuing ownership
certificates in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
19. Core Service
Delivery
Certificates
(General)
Age Certificate
of the building
Improving systems for
issuing age certificate of
building in Municipalities,
covering receipt of
applications, processing
and issue of certificates.
20. Core Service
Delivery
Certificates
(General)
BPL certificates Improving systems for
issuing BPL certificates in
Municipalities, covering
receipt of applications,
processing and issue of
Certificates.
21. Core Service
Delivery
Registration &
issue of
certificates
Registration of
Births, Deaths
and Still Births
Improving systems for
registration of Births,
Deaths and Still Births in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
22. Core Service
Delivery
Registration &
issue of
certificates
Registration of
private hospitals
and paramedical
institutions.
Improving systems for
registration of Private
Hospitals and
Paramedical Institutions
in Municipalities,
covering receipt of
applications, processing
and issue of certificates.
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Sr.No Category Sub Category Micro Level
Category
Description
23. Core Service
Delivery
Registration &
issue of
certificates
Registration of
tutorial
institutions.
Improving systems for
registration of tutorial
Institutions in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
24. Core Service
Delivery
Registration &
issue of
certificates
Registration of
contractors
Improving systems for
registration of
contractors in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
25. Core Service
Delivery
Registration &
issue of
certificates
Registration of
NRI’s
Improving systems for
registration of NRI’s in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
26. Core Service
Delivery
Registration &
issue of
certificates
Registration of
Mentally
challenged
persons.
Improving systems for
registration of mentally
challenged persons in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
27. Core Service
Delivery
Registration &
issue of
certificates
Issue of
commencement
Certificate
Improving systems for
issue of Commencement
certificate in
Municipalities, covering
receipt of applications,
processing and issue of
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Sr.No Category Sub Category Micro Level
Category
Description
certificates.
28. Core Service
Delivery
Registration &
issue of
certificates
Issue of Plinth
Check Certificate
Improving systems for
issue of Plinth Check
certificate in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
29. Core Service
Delivery
Registration &
issue of
certificates
Issue of
Occupancy
Certificate
Improving systems for
issue of occupancy
certificate in
Municipalities, covering
receipt of applications,
processing and issue of
certificates.
30. Core Service
Delivery
Taxation Property tax
Assessment
Improving systems for
property tax assessment
in Municipalities,
covering receipt of
applications and
processing and issue of
Demand notice.
31. Core Service
Delivery
Taxation Property tax
appeal petition
Improving systems for
property tax appeal
petition in Municipalities,
covering receipt of
applications and
processing.
32. Core Service
Delivery
Taxation Change of
title/ownership
of property
Improving systems for
change of ownership of
property in
Municipalities, covering
receipt of applications
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Sr.No Category Sub Category Micro Level
Category
Description
and processing.
33. Core Service
Delivery
Taxation Dealer
registration
(Cess)
Improving systems for
dealer registration in
Municipalities, covering
receipt of applications
and processing.
34. Core Service
Delivery
Taxation Dealer
Assessment
Improving systems for
dealer assessment in
Municipalities, covering
receipt of applications
and processing.
35. Core Service
Delivery
Taxation Refund Claims Improving systems for
refund claims by the
dealer in Municipalities,
covering receipt of
applications and
processing.
36. Core Service
Delivery
Right to
information
Information on
Municipal
Services
Improving systems for
providing information on
municipal services in
Municipalities, covering
receipt of applications
and processing.
37. Core Service
Delivery
Right to
information
Extract of
records and
registers
Improving systems for
providing extracts of
records and registers
in Municipalities,
covering receipt of
applications and
processing.
38. Core Service
Delivery
Abatement of
Nuisance
Control of stray
dogs
Improving systems for
control of Stray Dogs in
Municipalities,
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Sr.No Category Sub Category Micro Level
Category
Description
covering receipt of
applications and
processing.
39. Core Service
Delivery
Abatement of
Nuisance
Replacement of
damaged slabs
over drains
Improving systems for
replacement of damaged
slabs over drains in
Municipalities,
covering receipt of
applications and
processing.
40. Core Service
Delivery
Public
Amenities
Maintenance of
recreation
grounds, parks,
gardens
Improving systems for
maintenance of
recreation grounds,
parks and gardens
covering maintenance of
structure, lighting,
drainage, water supply
and sanitation etc.
41. Core Service
Delivery
Public
Amenities
Library &
Reading rooms
Improving systems for
running of library and
reading room including
systems for issue of
books, cataloging of
books and non book
material etc.
42. Core Service
Delivery
Public utility
services
Maintenance of
markets
Improving systems for
maintenance of markets
covering, maintenance of
lighting systems,
maintenance of
structures, drainage,
sanitation etc.
43. Core Service Public utility Bus/lorry stands Improving systems for
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Sr.No Category Sub Category Micro Level
Category
Description
Delivery services maintenance of bus
stands/lorry stands/cart
stands including
lighting systems,
maintenance of
structures, drainage,
sanitation etc.
44. Core Service
Delivery
Public utility
services
Town
Hall/Community
Hall
Improving systems for
maintenance of town
hall/community hall
covering, maintenance of
air conditioning
system, lighting
systems, public address
system, maintenance of
structures, furniture,
drainage, sanitation,
garden etc.
45. Core Service
Delivery
Public utility
services
Maintenance of
stadium/grounds
Improving systems for
maintenance of stadiums
covering, maintenance of
lighting systems,
maintenance of
structures, furniture,
drainage, sanitation,
gallery lawn etc.
46. Core Service
Delivery
Public utility
services
Maintenance of
other public
buildings
Improving systems for
maintenance of other
public buildings covering,
maintenance of lighting
systems, maintenance
of structures, furniture,
drainage, sanitation,
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Sr.No Category Sub Category Micro Level
Category
Description
garden etc.
47. Core Service
Delivery
Public utility
services
Maintenance of
other public
toilets
Improving systems for
maintenance of other
public toilets covering,
maintenance of lighting
systems, maintenance
of structures, sanitation
etc.
48. Core Service
Delivery
Public utility
services
Maintenance of
other tanks,
wells
Improving systems for
maintenance of other
public tanks, wells
maintenance etc.
49. Core Service
Delivery
Public utility
services
Ambulances Improving systems for
Maintaining ambulance
services.
50. Core Service
Delivery
Information
Services
Citizen Charter Improving services
relating to
citizen charter updation
and
operationalisation.
The grievance monitoring module shall be divided in to following activities.
• Grievance Registration
• Issue of acknowledgement
• Capturing the status of the Complaint till it is closed/resolved.
• Generation of necessary reports.
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Key Objectives: Sr.No Description of Service
Delivery Existing delivery
Time (Avg) Expected Time
Line as per JnNurm Guide
Line
Proposed Time line after implementation of E-
Governance
Performance Parameters
1 Acknowledgement No application in place to monitor the grievance progress and
closure
Immediate acknowledgement
to the citizen.
Immediate acknowledgement to the citizen (Both Portal/CFC)
Accuracy and authenticity of user
inputs.
2. Grievance Resolution No time frame Within 7 days identified cases.
<10 days in the first 6 months. After 6 months <7
days
Up to date back office system.
Gap Analysis: Case I – Grievance Registration
Submits thegrievance
through wardoffice
Applicant
Forward to thedepartmment if
applicable else to theconcerned person
Ward Officer
Reply from thedepartment/indiv
idual
Department
Communicationback to theapplicant
Ward office/Department
Grievance Redressal (Existing)
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Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Citizen registers a complaint.
The complaints are received
through the following mode
1.CFC
2.Personal Visit
3.Call Center
4. Post/Courier
5.Portal
6.E- mail.
No application exists for
monitoring Citizen Grievance
The application shall capture the details of
grievance. The grievance shall be linked with spatial
information if any, along with details of mode of
receipt of grievance.
1.CFC
2.Personal Visit
3.Call Center
4. Post/Courier
5.Portal
6. E- mail.
2. Receiving Clerk Captures
Grievance Details.
No application exists for
monitoring Citizen Grievance
Receiving Clerk Captures Grievance Details.
3. Generate Acknowledgement to
the citizen with unique number
for future reference.
No application exists for
monitoring Citizen Grievance
Generate Acknowledgement to the citizen with
unique number for future reference.
4. Forward the application to the
concerned department with a
Copy to the Head of the dept.
No application exists for
monitoring Citizen Grievance
Forward the application to the concerned
department with a Copy to the Head of the dept.
5. The concerned dept shall take
action on the grievance and upon
No application exists for
monitoring Citizen Grievance
The concerned dept shall take action on the
grievance and upon resolution the same shall be
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Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
resolution the same shall be
updated in the grievance
monitoring system
updated in the grievance monitoring system.
Interface with SMS/Email system to confirm the
status of the grievance
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Grievance Redressal (Proposed)
Submits theGrievance
Applicant
Generateacknowledgement
with unique number
CFC Clerk/Portal
Make record ofthe grievance
CFC clerk
Forward toconcerned dept
Department
Necessary action bythe dept/section
head
Department
Forward theaction/feedback to the
grievance section
Department
Submits theGrievance
Applicant
Actioon status?Is thegrievance addressed in
the secified timeframe?
Yes
CheckEscalation
escalate to DeptHead
Department
YesReminder to the
Dept/sectionhead
Applicant
Grievance Redressal (Proposed)
SMS Gateway/Email
Interface with Proptax,Water Bill
Building Plan,wardworks and other
modules
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Case II – Track Grievance
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Track the status based on the
unique number
No application exists for
monitoring Citizen Grievance
Facility to check the status based on the
unique registration Number or any other
relevant parameters such as Telephone id.
Tax Id etc.
2. The system shall display the
status of the grievance.
No application exists for
monitoring Citizen Grievance
The system shall display the status of the
grievance like in process, closed etc.
In case of breach of the grievance in terms
of days, the proposed system shall have
escalation policy to escalate the case to
senior authority.
MIS Reports
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. A section wise grievance register
is printed for a given period with
its status
No application Exist A section/Department/Service wise grievance
register is printed for a given period with its status
2. Report on section-wise number
of grievances pending
No application Exist Report on section-wise number of grievances
pending
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3. List of grievances attended by
staff and pending reports
No application Exist List of grievances attended by staff and pending
reports
4. Grievance Disposal Register
department wise
No application Exist Grievance Disposal Register department wise
5. Grievance Status Summary
(Type wise/Zone wise/ward
wise)
No application Exist Grievance Status Summary (Type wise/Zone
wise/ward wise)
6. Action Taken reports No application Exist Action Take reports
7. Statistics on Grievances handled
(received/disposed/types/zones
etc.).
No application Exist Statistics on Grievances handled
(received/disposed/types/zones etc.).
8. Analytical reports for
Performance evaluation.
No application Exist Analytical reports for Performance evaluation.
9. Reports regarding Internal
performance of the sections.
No application Exist Reports regarding Internal performance of the
sections.
10. Department wise SLA
Parameters
No application Exist Department wise SLA Parameters
11. Status by source of complaint. No application Exist Status by source of complaint.
12. Department-wise compensation
paid.
No application Exist Department-wise compensation paid.
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Interface with other Modules
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Property tax Module Tax Module. No such Interface Exists. Interface with Property Tax Module desired to verify
the ownership details.
2. Building Layout & Approval No software application exists
in The Town Planning and
Building approval
Department.
The town Planning and Building Approval Data Plays
a vital role in the day to day operation of other
departments like Water Billing and Property tax.
Hence, it is need of the day to automate the
activities of Town planning and Building approval
department.
4. Court cases No interface exists It is desired to have the updates and status of court
cases.
5. Water Billing System No Interface exists Interface with Water Bill desired to verify the
ownership details.
Interface with GIS maps to report the leakages,
pressures/failures for quick remedy.
6. Project & Works Module. No interface exists with
Projects and Works Module.
No changes desired.
7. Citizen Grievance No Interface Exist Prior Publishing of operation and maintenance
activity affected citizen through portal/SMS.
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Reusability of Existing Application: NMMC, do not have any module for the Citizen Grievance redressal
Evaluation Criteria Priority New
Development Functional compliance High 2 Technology Compliance High 3 RDBMS Compliance High 3 Architecture Medium 2 Interface with other Modules High 2 Customization Medium 2 Total Score 14
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets Requirements = 2 Points, Exceeds Requirements = 3 Points
Business Process Reengineering (BPR) in Citizen Grievance:
1. Standardize all data input application and grievance application formats.
2. NMMC portal Interface for Citizen to lodge the grievance
3. Sharing grievance status and action update with citizen.
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2.2.5 Works Management& e-Procurement
The objective of e- Procurement and Works (Project) management is to
standardize the procurement and project implementation practices across the
Municipal Corporation. NMMC initiated and successfully implemented a GIS
Centric Procurement and works management system in the year 2003. The
entire system is designed in 3 phases namely,
1. Pre Tendering
2. Tendering
3. Post Tendering
In addition to the GIS Interface, the works management is tightly interface
with Budgeting and asset management system along with work flow process
for various approvals from designated authorities from time to time. A brief
process of the existing works management application has been explained in
the form for of flow Chart.
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START
Propose Work /J.E
Select Assetfrom the list
Is it in thepriority List?
ST OP
Select LandParcel from GIS
PrepraeEstimation
NO
YES
Propose Workto MC/CE
Select the detailsfrom DSR Master
Select List ofResponsibleAuthorit ies
List ofEmployees
Allocate Approvalprocess
List of approval processAccept/Reject/forward
Generate ProjectCode
A
FLOW CHART FORPRETENDER PROCESS
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A
Approval as perthe approval list
Approved?
Go to the nextapproval authority
Forward to theprevious approverReject
Yes
Check forBudget
Budget Master forthe financial Year
Publish tender PublishContent Management
System(Offline)
Capture theTender Details
Indicate L1
Decission by thecompetentauthority
Select the thevendor
Yes
B
Supplier master
FLOW CHART FORTENDER PROCESS
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Capture the terms& Condition
Approval as perthe approval list
Approved?
Go to the nextapproval authority
Forward to theprevious approverReject
Yes
Capture SDdetails/Convert
EMD to SD
Release workOrder
CaptureMB/Delivery details
GenerateBill
R.A Final
Payment Order
Update BudgetMaster
Update GIS
Release tenderapproval NoteB
FLOW CHART FOR POSTTENDER PROCESS
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Key Objectives: Sr.No Description of Service
Delivery Existing delivery
Time (Avg) Expected Time
Line as per JnNurm Guide
Line
Proposed Time line after implementation of E-
Governance
Performance Parameters
1 Development project No such service exist
Online and at service center within 1 day of
project approval.
Accuracy and authenticity of user
inputs.
2. Approved project and fund allocation by wards
No such service exist
Online and at service center
within 15 days of project approval.
Time to retrieve the data from Central
repository. Navigation, time to
Commit record back to central database.
3. Request for public comments before closure
No such service exist
Online and at service center
within 7 days of project approval.
Time to retrieve the data from Central
repository. Navigation, time to
Commit record back to central database.
4. E-Procurement – Integration with state e- procurement Module
No such module exist at the state
level
Integration with state e-
procurement Module
Policy decision from state N.A
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Gap Analysis: Case I – Indent/Estimation Management System
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. The superintendent Engineer
creates an indent for the work
The Indents are posted by the Junior
engineer based on the request from the
councilors, Citizen or senior officers and
posted to the commissioner for approval
of the same.
The indents are mapped to the
Geographical information system by
selecting one or more unique land
parcel from the GIS system.
No change desired
2. Site survey work by the JE/AE and
preparation of Estimate by the EE
The site details are captured by the
respective JE/AE and the estimations
are prepared by the JE
The preparation estimation by EE can
be changed by changing the parameter
without any changes in the application.
3. The ME reviews the estimation and
send s back to EE for rework in
case of discrepancy or the same is
forwarded to the Fin Dept for
approval
The estimations are approved by EE.
Sends back to the JE/AE in case of
discrepancy with remark. Other wise,
forward the same to the higher
authority/competent Authority. After
approval from Competent the same will
be sent to fin department for approval.
No changes desired
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
4. Approval from Finance department
after verification of Departmental
budget.
The estimations are approved after
verifying the budget available.
No changes desired.
5. Approval from the Commissioner Approval from Commissioner after
verification of previous work history
No changes desired.
FUNCTIONAL REQUIREMENT – INDENT/Estimation MANAGEMENT
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
CREATE INDENT
1. Facilitate online Creation of
Indent. The system should
generate unique number
The existing application supports
creation of indent online with a unique
number
No change desired
2. Facilitate hierarchy based workflow
in the system for creation and
approval of the indent in the form
of Stage 1 & 2 plans and
estimates. The system should
have inbuilt workflows depending
on the type & value of work
The existing application supports the
hierarchy based workflow in system for
creation and approval of the indent. The
system supports inbuilt workflow
depending on the type of work selected
at the time of creation along with link to
budget head and sub head.
No change desired
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
selected at the time of creating the
code (e.g. major or minor work,
original or repair, etc.).
3. Allow linking of the indent with the
overall project code.
If the procurement is part of a
bigger project with multiple
procurements.
The project code needs to be
linked to Accounting module.
The expenditure, progress of
resultant contract, etc. shall then
be linked to the overall project
expenditure and progress.
The system supports linking of indent to
a project code.
The system doesn’t support linking
multiple indents to a single project
code.
The system doesn’t have any interface
with accounting module. Hence, linking
project code with accounting module is
not supported.
The expenditure progress of resultant
contract is linked to the project
expenditure.
No changes desired
Facility to link Multiple estimation to single
Project.
Interface with Account Module desired.
No changes desired.
2. Provide online templates to
facilitate Stage 1, 2 plans &
The existing application provides
features like creation of indents by
No changes desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
estimate preparation.
Facilitate upload of documents
(CAD drawing files, scanned
images, technical specifications,
etc.) with the plans.
using templates.
The existing application provides upload
features of various file formats
associated with project.
No changes desired.
5. Support cost estimation using the
Schedule Of Rates (SOR).
Facilitate storing of the SOR in the
system for use during the
preparation of the estimate.
Uploading facility for the SOR
through excel file, etc. should be
available.
Indent/estimations are prepared based
on DSR (district schedule rates of PWD,
MJPD etc.)
DSR are stored in the form of master.
In case of revised DSR the user can
create new DSR without any change in
the data structure.
Uploading facility of DSR through Excel
file exists directly from the database.
No changes desired.
No changes desired.
Provide the upload feature from the user
level.
6. Support consolidation of several No such feature exists Facility to merge
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
indents into a single indent.
7. Integration with existing
budgeting/project management
module or back-office application
to facilitate validation of project
cost with available departmental
budget, to avoid project cost
overruns.
The integration and validation for
controlling the cost over run with
original cost exists.
No changes desired.
APPROVE INDENT
1. Facilitate online review of
submitted indent by the relevant
approver, and facilitate providing
comments, etc. with the indent.
Capture comments of the
approvers at each stage. System
should further capture references
of all indent actions (creation,
approvals, rejections, etc).
Facilitates Online review and approval
indent along with comments and
forwarding the same to higher hierarchy
for approval
Nom changes Desired
2. Support use of Digital Certificates
for providing administrative
approval and technical sanction
Does not support Digital Certificate
features for providing administrative
approval.
Provide approval process with the aid of
Digital Signature Certificate.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
online.
Allow attaching of supporting
documents with the online
approval order. System should
update/cancel the indent number
based on the results of the review.
Allows attaching various documents to
the project.
No Changes desired.
3. Allow tracking of the indent
throughout the creation and
approval cycle using the unique
indent number. The status should
provide the indent history in terms
of date and time of creation,
submission to the last approver,
current stage in workflow, etc.
Facilitates tracking of indent throughout
the life cycle such date of creation,
update, approval time by various
authorities.
No changes desired.
4. Support workflow for a nodal
procurement agency to receive
indents from multiple
departments, prepare cost
estimates and send them to the
respective departments for their
approvals. Further, receive
The present system doesn’t support the
Nodal procurement agency concept.
Presently the works are executed on
outsource basis through tendering
process. No material procurement is
done. The works are of supply and
erection type.
No changes desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
approval from the departments,
and start the tendering process (if
decided)
5. MIS: Support generation of reports on: Indents created, by type of work, value, region, etc. Indents approved, rejected, and
reasons for the same
Covers the specified MIS report.
Covers the specified MIS report
No changes desired.
No changes desired.
Interface with other Modules
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Asset Management No application exists. Record all acquisition and enhancement to
the existing asset.
2. Financial Accounting No interface exists. The Application shall have interface with
accounting module for Budget availability,
payable bills, Payment details, SD/EMD
3. Competitive Bidding Module No Application Exists. Indent details, tender details
4. Project & Works No interface exists Project Code & Purchase/Work Order.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
5. Supplier Management No application Exists Supplier status, Purchase order and General
ledger
Case II – Tendering (Competitive Bidding)
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. The EE prepares the Notice
Inviting tenders with relevant
information about the project
Managed Manually The system shall have features to prepare
online Notice Inviting tender or Mapping
tender document to a project.
2. Approval of the NIT from
competitive Authority
Managed manually Online approval and facility to capture the
remarks in case of any discrepancy.
3. Uploading the tender on to web Managed externally through a content
management system
Shall be part of the works and e-procurement
system.
4. Download of tender document
from web
The vendor/bidder can download the
tender from website.
Shall be part of the works and e-procurement
system.
5. Tender submission by the vendor.
The bids are submitted in a two
envelope system consisting of
Technical and commercial Bid
Managed manually E-tendering approval process is under
implementation through a PPP mode.
6. Short listing vendor Based on the
technical and Commercial bid
Managed Manually. The final prices are
entered against each vendor. By default
Interface with E-Tendering system is desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
the system displays the Lowest Bid.
However, The final selection of the
vendor is the sole discretion of the
designated authority of the Municipal
Corporation.
7. Issue Tender Acceptance Notice Manual process The system shall generate tender acceptance
letter to the vendor with parameters listed in
the tender.
8. Accept signed contract from the
vendors
Manual process. Facility to capture the signed contract
agreement from the vendor. Interface with
document management system is expected to
store the contract agreement (scanned
document) along with other documents
received from the contractor.
FUNCTIONAL REQUIREMENT – COMPITETIVE BIDDING
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
PREPARE AND PUBLISH NIT
1. Facilitate online creation of the
NIT. The online template (form)
The online NIT creation is managed
through content management system
Integration with e_ Tendering system is
desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
should provide relevant fields to
facilitate easy entry of information
by the creator.
(PHP & DB 2 Based application)
2. Provide library of forms/templates
for NIT, and tender forms. The
library should also have templates
for certificates, and statements
required from the bidders. The
system should allow the NIT
creator to select any of the
available forms to be used at the
different stages of evaluation (pre-
qualification, technical,
commercial, etc.).repair, etc.).
The current application meets the
partial requirement. No facility to create
templates online. Presently, the
templates are published as a part of
offline documentation. The features are
covered in E-tendering system which is
under implementation
The current application shall have facility
to enter various parameters online with
list of templates.
Integration with E-Tendering system is
desired.
3. Facilitate copying of data from
previous tender and from excel
spreadsheet (standard format) at
the time of preparation of the NIT.
The NIT creator should also be
able to upload a tender document
to the system.
Presently the NIT is published in the
form of .PDF document with pre
compiled and uploaded to website.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
4. Facilitate upload of drawings,
technical specifications, and other
data on the project along with the
tender document.
Presently the NIT is published in the
form of .PDF document with pre
compiled and uploaded to website. The
other document are uploaded as
integral part of the original .PDF
document
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
5. The NIT/Tender creation module
should seamlessly integrate with
the indenting module. It should
copy the contents of the indent to
the tender.
No interface exist between the tender
publishing module and the indent
module
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
6. Facility to select the type of tender
(single, open, restricted) at the
time of NIT creation.
The system should then be able to
send out emails to enlisted
contractors accordingly.
System should have the list of
Presently NMMC practices the open
tendering system.
No interface with other communication
protocol like SMTP/SMS.
No facility to maintain the repository of
The system shall have interface with
SMTP protocol to send emails to the
enlisted contractors/vendors. Facility
exists in E-Tendering system.
The system shall have interface with
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
enlisted contractors (for restricted
and single tenders) readily
accessible through integration with
the Supplier Management module.
In case of open tenders, the email
alerts should be sent out to all
registered contractors.
the supplier/vendor information. No
interface with supplier Module from the
Works Management
No interface with other communication
protocol like SMTP/SMS.
supplier/ vendor registration module.
The system shall have facility to
communicate the updates through email
or SMS.
7. Allow the NIT/Tender creator to
specify the minimum requirements
to be fulfilled by a bidder against
each evaluation parameter.
At the time of submission of bids
by the bidder, the system should
not allow the bidder to bid against
a parameter, if the bidder does not
fulfill the minimum requirement
specified against that parameter.
No facility to fill the bid online. Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
8. Allow selection of multiple bid
evaluation stages (Pre-
qualification, 2-stage, 3-stage,
etc) based on the type, nature,
and value of tender entered by the
user. The user should be able to
select any combinations of these,
or the system suggested
evaluation procedure.
No provision to accept the bid online. Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
9. Facility to enter the tender
schedule in the system. System
should validate the dates for
various evaluation stages and also
recommend a schedule based on
the standard time durations.
However, system should allow the
user (Tender owner) to overrule
the system tender schedule.
Exists in the content management
system.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
10. Based on the tender schedule
firmed up, the system should
automatically disallow the
Exists in the content management
system.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
corresponding action. For e.g.
disallow downloading of tender
form beyond the last date of
procurement of tender document,
disallow viewing of a bid by the
department staff before the bid
opening date, etc.
11. Allow online submission of the
draft NIT to the competent
authority for approval.
Managed Manually Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
12. Facilitate time-tracking based
escalation in case of delays at any
stage of approval. System should
also be able to escalate to the next
approver, if the original approver
is not available for some reason.
The tender evaluations are carried out
manually
Need to be incorporated in the E-
tendering system.
13. Automatic event based emailing
system with read receipt
confirmations for users within the
department and also for registered
contractors. The system should
No such interface exists. Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
support fax, and SMS based alerts,
if required at a later stage. System
should support dashboard
functionality for each role showing
the role’s pending tasks.
14. Support online review and
approval of the draft NIT. The
approver should be able to
approve, attach comments with, or
reject the draft NIT on the system.
The system should allow online
approval of the draft NIT using the
approver’s digital certificate.
Draft NIT approval is a manual process. Support online approval of Draft NIT with
workflow system.
15. System should be able to suggest
different times for publishing the
notice on the net based on the
type of work for which tender is
released. E.g. Less time for goods,
more time for work contracts, still
more time for research and
development related services
Publishing duration are decided by the
users/HOD.
Provision to publish the notice based on
the type of work.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
16. Allow upcoming, open, and
awarded tenders to be posted on
the e-Procurement website. User
should be able to specify if the
viewing of certain NITs should be
restricted to the enlisted
contractors, in which case, the
viewing of the NIT would require
the login information of the
enlisted contractors.
Tenders published are open to all.
Facility to register vendor with secured
login ID and password not exists.
Publishing are controlled based on the
parameters such as open, restricted etc.
In case of enlisted vendors, the vendors
shall be allocated login ID and password
to access the tender details such as open,
upcoming and awarded tenders.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
17. Facility to upload multiple
corrigendum and addendum linked
to the original NIT. System should
send email alerts to interested
(respondents) parties regarding
the corrigendum. Based on the
corrigendum/addendum, the
earlier system controls for
different tendering activities to be
superseded by the latest ones.
Exists in the Content Management
System
All corrigendum and addendum to the NIT
shall be intimated to the enlisted vendors
either by SMS/Email.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
18. Allow tenders to be tracked No such facility exists. Facility to view the life cycle of the
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
throughout their lifecycle in terms
of stage of processing, comments
at various stages of evaluation,
and the decisions made.
tender. Feature exists in e-Tendering
system. Integration with E-Tendering
system is desired.
19. Online generation of reports
regarding sale/download of tender
docs and receipt of fees/EMD, list
of bidders, etc. Login information
of contractors can be used to
generate contractor wise reports.
The reports should be printable on
MS Excel, Word, etc.
No such report exists Facility to view the reports pertaining to
sale of tender, list of bidders, EMD
received, fees received etc. Feature exists
in e-Tendering system. Integration with
E-Tendering system is desired.
RECEIVE BIDS
1. Allow intending bidders to locate
tenders quickly through on-line
search facilities in a variety of
ways including tender no., generic
description, nature and type of
work, estimated value, etc. In case
of works tenders, the tenders
No online bidding facility exists. Facility to search tenders based on
various parameters to name a few tender
No, tender due date (From & To Date),
Value (From & To) etc.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
should be searchable zone, circle,
and division wise.
2. Allow intending bidders to
download the tender document
from the e-Procurement website
without paying the tender
document fee (or on payment as
decided by the State).
Intending bidders can download the
tender documents from the NMMC
website without paying any additional
charges.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired. Only the registered vendor can
download the document.
3. Integration with payment
gateways for online payment of
EMD, tender document fee, etc.,
as decided by the State. The
system should also support offline
payment mechanism. Further,
support multiple instruments for
the payment of the EMD (DD,
Bonds, NSC, etc).
No option to pay the EMD online. The
EMD’s are collected as a part of the
technical bid.
Integrate the payment gateway to receive
the EMD online. Feature exists in e-
Tendering system. Integration with E-
Tendering system is desired.
4. Allow registered contractors
(provide space) to upload and
store the frequently required
certificates, statements, so that
No such facility exists The vendors shall be able to store the
frequently required documents with
secured login ID and password. Feature
exists in e-Tendering system. Integration
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
they don’t have to upload the
same every time a new bids comes
out.
with E-Tendering system is desired.
5. Allow registered contractors to log-
on to the e-Procurement website
for submission of bids. System
should check for blacklisting or
permanent disablement of login
information of the contractor at
this time (through integration with
the Supplier Management
module).
No bids are accepted online. Facility to accept the bid online through
the e- procurement portal. The system
shall have a interface with supplier
registration module for managing the
supplier account such enable /disable.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
6. Allow registered users to update
their earlier business profile
(entered at the time of applying
for registration) before submitting
their bids online.
No facility to store the vendor profile Maintain the vendor profile as part of the
vendor registration information. Facility to
update the business information such as
address , change in registration number
and any other additional information and
personal profile. Feature exists in e-
Tendering system. Integration with E-
Tendering system is desired.
7. Allow registered bidders to enter No facility to accept the bids online. Provision to accept the bid online. Feature
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
the technical and commercial bids
online on the system in the
specified forms, and attach the
relevant documents as required.
The system should limit the size of
upload by bidders (say 1MB), and
only to the specified formats.
exists in e-Tendering system. Integration
with E-Tendering system is desired.
8. Allow contractors to save their bids
mid way and come back later to
complete and submit their bids.
No facility to accept the bids online. Option to submit the bid online. Feature
exists in e-Tendering system. Integration
with E-Tendering system is desired.
9. Provide templates and support
multiple contractors bidding as a
consortium. Bidding in consortium
may become a requirement in case
of large and complex works where
one contractor may not have the
capability to bid for the entire
work.
No facility to accept the bids online. Provision to accept the bid through
consortium.
10. Facilitate upload of drawings,
technical specifications,
contractor’s terms & conditions
No facility to accept the bids online. Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
(where requested in NIT), and
other data on the project along
with the bids.
11. Display clearly, on appropriate
screens, the system (Server) time
and the time left (number of hours
and minutes) before the closing of
the tender.
No facility to accept the bids online. Display the time details for the closure of
the bid. Feature exists in e-Tendering
system. Integration with E-Tendering
system is desired.
12. Facilitate double authentication of
the bidder using Digital
Certificates: first at the time of
login on system, then again at the
time of submitting the price bid
(so that session expiry is validated
before final submission).
No facility to accept the bids online. Accept the bid with the use of DSC (digital
Signature Certificates). Feature exists in
e-Tendering system. Integration with E-
Tendering system is desired.
13. Capture tender response
information include contractor
reference, response date, and
time. Provide this information to
the bidder on a printable screen as
well as via email alert for
No facility to accept the bids online. Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
reference purpose.
14. System should not allow a bidder
to submit a bid or to edit an earlier
submitted bid beyond the last date
of bid submission.
No facility to accept the bids online. Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
15. The system should protect the bid
document from being
viewed/edited (even by the system
administrator) before the
respective bid opening dates for
technical and commercial bids.
No facility to accept the bids online. Details pertaining to the bid are stored in
a encrypted format and shall be restricted
for update by other person including the
system administrator before the opening
date.
16. Functionality for holding pre-bid
meeting online. All questions from
respondents could be replied and
the replies posted online without
divulging the identity of the
respondent. Bidder can ask
multiple questions.
Exists in Content Management System Online pre bid meeting facility. Feature
exists in e-Tendering system. Integration
with E-Tendering system is desired.
17. Facilitate the departmental user to
receive the hard copies of the
supporting documents (scanned
No facility to accept the bids online. Facility to capture the hard copy bid
details in to the system along with a
confirmation to the bidder through E-mail.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
EMD, certificates, statements, etc)
from the bidders and update the
same on the system. The system
should send out alerts to the
bidder acknowledging the receipt
of the same by the department.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
18. Allow contractors to track the
status of their bids online using
the bid submission number
No facility to accept the bids online. Tracking facility for the bidder. Feature
exists in e-Tendering system. Integration
with E-Tendering system is desired.
19. Audit trails for entire tender
lifecycle, from NIT creation to bids
received and selected. If any bids
are rejected, system should record
for what reasons and by whom.
Actions of the bidder should also
be tracked (necessary to avoid
litigations later).
No facility to accept the bids online. Complete audit trails with life cycle of the
bid submission. Feature exists in e-
Tendering system. Integration with E-
Tendering system is desired.
Evaluate Bids & Award Contracts
1. Support online access and viewing
of bids by the Inviting Officer on
the scheduled date & time of bid
No facility to accept the bids online. Facility to accept the bid online and
viewing the same by the authorized
person. Feature exists in e-Tendering
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
opening system. Integration with E-Tendering
system is desired.
2. Support workflow for evaluation,
and approvals (from competent
authorities, tender committees,
etc.). Support dynamic assignment
of officers for evaluation of bids,
depending on the stage of
evaluation and the policies of the
department.
No online bid evaluation facility exists Shall support workflow for evaluation bids
along with allocation of competitive
authority. Feature exists in e-Tendering
system. Integration with E-Tendering
system is desired.
3. Support separate workflows for bid
evaluation based on number and
type of stages employed (Pre-
Qualification, Technical,
Commercial and Techno-
commercial evaluation stages).
No online bid evaluation facility exists Facility to evaluate the bid based on the
stages. Feature exists in e-Tendering
system. Integration with E-Tendering
system is desired.
4. Facilitate system tracking of the
evaluation process. Send system
alerts, escalate in case of delays at
any stage of the process. Maintain
time logs for generation of MIS.
No online bid evaluation facility exists Facility to escalate the cases to higher
hierarchy in case of delay. Facility to end
alerts through email. Feature exists in e-
Tendering system. Integration with E-
Tendering system is desired.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
5. Generate compliance matrices and
comparative charts of received
bids to aid in evaluation by the
Inviting Officer, and tender
committee. These should be
available to registered bidders for
viewing and downloading from the
website after the evaluation
process is complete. The matrices
available to the bidders should not
disclose any confidential
information on the bidding firm.
No online bid evaluation facility exists Compliance matrices and charts of
received successful bids.
Facility to share the data with other
enlisted vendors. Feature exists in e-
Tendering system. Integration with E-
Tendering system is desired.
6. In case where contractor’s terms &
conditions were invited in the NIT,
system should allow evaluation &
compilation of the common set of
terms & conditions. Further,
system should allow resubmission
of updated bids by contractors
after finalizing of common terms
and conditions.
Will be incorporated.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
7. Record comments from all
approvers at different stages of
evaluation. System should further
facilitate attaching evaluation
results with the bids.
No online bid evaluation facility exists Workflow system with facility to capture
the remarks/comments/noting from all
the approvers.
8. Support automatic evaluation of
technical and price bids by the
system using pre-specified criteria.
System should then rank bidders
(L1, L2, etc) at the commercial bid
evaluation stage.
Exists in the works management system Bids are evaluated based on the lowest
rate criteria. The final decision is the sole
discretion of the competent authority.
9. Support online viewing of tender
opening event simultaneously by
remote bidders (e.g. in the form of
chat).
No online bid evaluation facility exists To be incorporated.
10. Facilitate viewing/downloading of
bid evaluation results and bids of
other qualified bidders, depending
on the evaluation stage.
No online bid evaluation facility exists Facility to view the evaluation results
after completion of the process.
11. Support automatic/manual
revision of the list of eligible
No online bid evaluation facility exists Intimate the list of eligible bidders
through alerts such as email/SMS.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
bidders for sending out alerts for
online tender opening event,
based on the result of the initial
stages of evaluation.
Feature exists in e-Tendering system.
Integration with E-Tendering system is
desired.
12. The system must allow the Inviting
Officer/committee to select no
bidder, or one, or many successful
bidders from those submitted.
Further, the system should
facilitate specifying the percentage
of contract awarded to each
bidder, if required.
Awarding works to more than one
customer facility available in the
existing works management system
No changes desired
13. Facilitate the EE to issue the
Tender Acceptance Notice online to
the successful contractor using his
DSC. Further, facilitate the
successful contractor to respond
using undertaking signed using the
contractor’s DSC.
Presently the tender acceptance Notice
and undertakings by the successful
contractor are managed manually.
Facility to issue the tender acceptance
notice online along with undertaking from
the Successful bidder through DSC
(Digital Signature Certificate).
14. Allow online signing of the contract
by the concerned EE using his
The contracts are created by the system
along with terms and condition. The
Facility to issue the contract online with
DSC and counter signing of the same by
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
DSC, and countersigning of the
same by the selected contractor
using the contractor’s DSC.
System should ‘lock’ and maintain
auditable record of this exchange
for future reference. Contract to
be in printable format.
approval of the same is carried out by
physically signature on the work
contract
the contractor with valid DSC. No
edit/update to work order’s allowed after
issue of work by both the parties.
15. System should only recommend L1
for selection. However, the
competitive authority should be
able to bypass the
recommendation by providing valid
reason for the decision.
The present application recommends L1
for selection. However the awarding
work contract to other contractor is sole
discretion of the Highest authority of
Municipal Corporation.
No changes desired
16. On rejection of a bid at any stage,
system should make it mandatory
for the competent authority to
provide valid reason for the same.
System shall record (maintain an
audit log) the same using the DSC
of the competent authority.
Bid rejection facility doesn’t exist Online facility to reject the bid with
mandatory valid reason for the same.
17. Archiving of the entire tender Does not Exist Archiving of the entire tender proceeding
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
proceedings as per the IT Act,
2000.
as per the IT act.2000. Feature exists in
e-Tendering system. Integration with E-
Tendering system is desired.
18. Facility for incorporating World
Bank recommended workflow for
tendering process.
Partial meets the world bank tender flow
process
Incorporate the complete process after
studying the feasibility of the same.
19. Section for uploading Government
Orders (GOs) relating to e-
Procurement; automatic alerts for
the same to be sent to registered
contractors through
emails/dashboard.
Present application doesn’t have any
alert facility generating option
Option to send alerts through email/SMS
20. MIS: Support generation of reports
on:
Tenders floated by value, type of
work, & region-wise, etc.
Contractor participation by type,
value, region of work
Contractor-wise reports on bids
participated, won, lost, etc.
Exists. User can select various
parameter such as financial year,
contractor wise, Budget head wise, ward
wise, work type wise (capital/revenue).
Not available
No changes desired.
Facility to view contractor wise reports.
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
Defaulting contractors (non
payment of EMD, fake documents,
etc.)
Statistics on evaluation process-
cycle time, bottlenecks, etc.
Work wise tender report
The MIS facility should have
separate interfaces for different
users (Govt. level, department
level, etc.).
Not available
Not available
Not available
Facility to view the defaulting contractor.
Facility to view various evaluation reports.
Interface with other Modules
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Asset Management No application exists. Record all acquisition to an existing
asset.
2. Indent management No interface exists. Indent Number & Work details
3. Supplier Management No application Exists Supplier status, Purchase order and
General ledger
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Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
4. Project & Ward Works No Interface Exists Supplier Status and details like payment
terms, project Time line and schedule.
Case III – Tendering (Dynamic Pricing)
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. The EE prepares the Notice
Inviting tenders with relevant
information about the project
Managed Manually The system shall have features to
prepare online Notice Inviting tender or
Mapping tender document to a project.
2. Approval of the NIT from
competitive Authority
Managed manually Online approval and facility to capture
the remarks in case of any discrepancy.
3. Uploading the tender on to web Managed externally through a content
management system
Shall be part of the works and e-
procurement system.
4. Accept the technical bid along
with supporting document
No facility to accept the bid through the
portal
Accept the technical bid details online
and feature for uploading the supportive
documents
5. Evaluate technical bid based on
the parameter and send request
to the qualified vendor to
participate online auction
No facility exists in the present application Features such as online evaluation of
technical bid based on the qualification
parameters.
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6. Facility to log on to live auction
session and register the prices
on or before the stipulated
period
No facility exists in the present application Bidders are invited to log on to bidding
session through as secured id and
password. Bidders shall be able to alter
the price on or before the stipulated
period.
7. Review the final bid and
approval from the competitive
authority
No facility exists in the present application Approval process after finalization of
bid.
8. Accept signed contract from the
vendors
No facility exists in the present application Facility to capture the signed contract
agreement from the vendor. Interface
with document management system is
expected to store the contract
agreement along with other documents
received from the contractor.
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Provide simplified menu based
workflow to create online auction
by the Auction Administrator
No option exist for Dynamic pricing User friendly, menu driven, workflow
based application.
2. Allow users to be created and No option exist for Dynamic pricing Facility to allocate Roles and privileges
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assigned different roles like that
of Auction Administrator,
Departmental Originator, Super-
Originator, etc.
to the user based on the user type.
3. Facilitate specification of the
following auction parameters at
a minimum:
1. Item name and quantity
2. Start Price- auction begins
with this price
3. Reserve Price- this price
should be met for the
auction to have any result
4. Bid Decrement/Increment-
minimum amount by which
each succeeding bid of a
bidder should be lower or
higher
5. Auction period or end time
Automatic extension time
window- auction time extends
automatically if last submitted
bid falls within this time window
No option exist for Dynamic pricing To be Incorporated
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Facilitate proxy bidding for
contractors, if decided by the
department
No option exist for Dynamic pricing To be Incorporated
Provide a tabular view of auction
items allowing fast and easy
bidding by contractors in case of
multiple line items.
No option exist for Dynamic pricing To be Incorporated
Support the following options:
6. Both Reverse and Forward
auctions
7. Auction types- English,
Dynamic Sealed bid, etc.
Auction rules- lowest/highest bid
wins, highest/lowest quantity
wins etc.
No option exist for Dynamic pricing To be Incorporated
Support multi variable bidding,
assigning weights to different
variables and use of formulae in
an auction.
No option exist for Dynamic pricing To be Incorporated
Support dependent auctions i.e.
it should open an auction only on
the successful completion of the
previous auction
No option exist for Dynamic pricing To be Incorporated
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Allow department to assign
weights to different contractors
based on their past performance
and quality in an auction. The
system should automatically
assign the weights
No option exist for Dynamic pricing To be Incorporated
Allow viewing of the lowest going
price in real time, by the
bidders.
No option exist for Dynamic pricing To be Incorporated
Allow Inviting Officer to view
history of items and price bids
during the live auction and after
with date and time stamp.
No option exist for Dynamic pricing To be Incorporated
Disallow divulging the identity of
the participating bidders on the
system.
No option exist for Dynamic pricing To be Incorporated
Support display of images or
multi-media content, URL,
documents, and spreadsheets
attachment with each auction
item.
No option exist for Dynamic pricing To be Incorporated
Provide option to the
departmental administrator to
No option exist for Dynamic pricing To be Incorporated
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auto-approve or manually
approve the winner in the
auction.
Support for parcel auctions –
bidders can either place one bid
for the whole lot or individual
bids for each component that
makes up a lot.
No option exist for Dynamic pricing To be Incorporated
Facilitate departmental
administrator to copy data from
a previous auction for creation of
an auction again. The
administrator should not be
required to fill in the data again.
No option exist for Dynamic pricing To be Incorporated
Support importing of auction
data from data in Excel
spreadsheets instead of data-
entry or copying from existing
auctions
No option exist for Dynamic pricing To be Incorporated
Support export capabilities for
extraction of data from the
auction system into a flat file or
Excel spreadsheet.
No option exist for Dynamic pricing To be Incorporated
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The system should be flexible to
allow:
• Defining several categories,
sub-categories and attributes
for an item
• Customizing auction rules to
fit departmental need
• Permitting both auto-
approval or manual approval
of auction results
• Changing of auction data by
the Auction Administrator or
departmental administrator
at any time
No option exist for Dynamic pricing
Allow generation of MIS on types
of auctions and results,
contractor participation, %
savings in price, etc.
No option exist for Dynamic pricing To be Incorporated
Allow department to send
notifications and pop-up
messages to participating
bidders during the auction.
No option exist for Dynamic pricing To be Incorporated
Show in real-time the time No option exist for Dynamic pricing To be Incorporated
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remaining for close of the
auction up to the last second to
both department administrator
and participating bidders.
Provide a contractor
administration module to add,
delete, enable or disable the
contractors or contractor group.
No option exist for Dynamic pricing
Template library for contracts
with common set of terms and
conditions. Further, user should
be able to define the contract on
the selected vendor.
No option exist for Dynamic pricing
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. The EE prepares the Notice
Inviting tenders with relevant
information about the project
Managed Manually The system shall have features to
prepare online Notice Inviting tender or
Mapping tender document to a project.
2. Approval of the NIT from Managed manually Online approval and facility to capture
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competitive Authority the remarks in case of any discrepancy.
3. Uploading the tender on to web Managed externally through a content
management system
Shall be part of the works and e-
procurement system.
4. Accept the technical bid along
with supporting document
No facility to accept the bid through the
portal
Accept the technical bid details online
and feature for uploading the supportive
documents
Interface with other Modules
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Asset Management No application exists. Record all acquisition to an existing asset.
2. Indent management No interface exists. Indent Number & Work details
3. Supplier Management No application Exists Supplier status, Purchase order and
General ledger
4. Project & Ward Works No Interface Exists Supplier Status and details like payment
terms, project Time line and schedule.
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Vendor/Supplier Registration:
In order to establish the eligibility to participate in the competitive bidding exercise, the intending contractor has to initially
register with the municipal corporation as per the contactor’s financial status and professional capability. The registration is
valid for specified period and will be renewed after reviewing the performance of the contractor. In order to participate in the e-
procurement system the vendor need to obtain the Digital Signature Certificate.
E- Procurement of Goods:
The E- Procurement of goods is centralized purchasing action which is generally executed after communication of material for
the project or ward work. Generally the mode of procurement is handled through Rate Contract signed with the supplier after
selection of the vendor through a competitive bidding process. The contractor/vendor is bound to supply the goods as the per
the contact agreement terms.
The goods procurement process comprise of following sub processes.
Indent management
Competitive Bidding
Dynamic pricing
Contract management
RC catalogue management
Order management
Supplier Management
The first 3 sub processes are common for the works procurement and the goods procurement processes.
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The Contract Management:
Once the supplier is selected for the award of the contract, the contract is signed between the department and supplier.
Thereafter the contract management activity involves tracking the RC throughout its validity period. The Rate Contract
items are published in the form of catalogue with details of Product, description, unit of measure, supplier Number and
price.
The rate contract validity are tracked through a alert system where the concerned authority to initiate the indent creation
process for competitive bidding.
Rate Catalogue Management:
After completion of the Contract management, the rate contract information’s are updated in the form of Rate Contract
catalogue with details of goods. The intended purchase has to search for item and procure item based on their profile. The
Rate Catalogue Management process is further sub divided in to
Manage Rate Contract Catalogue Content
Manage Catalogue Master
Manage Rate Contract Catalogue Content
The rate contract catalogue content published online need to be updated due the validity period due to upgrade of an item,
change in technical specification, introduction of new model price structure changes due to change in tax structure. The
changes are updated on the catalogue so that the user can get up to date information. The updating processes are carried
out after taking a prior approval from the competitive authority. The updated information’s are published online in the e-
procurement portal.
Manage Catalogue Master
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Catalogue master is a database of items that are rate Contracted by Municipal Corporation. The catalogue master contains
list of items along with their unique codes and specification. Managing catalogue master involves addition of new item and
deletion of obsolete item from the list.
This includes vendor introduces new product with change in technical specification which ahs resulted in to change of
code or creation of new code.
A product needs to be removed from the catalogue for reasons like order not placed in the last 3 years, new model
introduced by the manufacturer by replacing the existing product or item banned/ restricted for training due government
regulation.
All above catalogue management activities are carried out after due approval from the competitive authority.
Order Management:
The order management covers the product requisition and purchase order to Payment functions.
1. The purchasing entity logs on to the system searches for the product with specification.
2. Once the item product is located, the purchasing entity creates a requisition for the item and forwards the same
to the approving authority.
3. The approving authority approves the request.
4. The purchasing entity creates a PO with schedules of delivery.
5. The supplier receives the PO and acknowledges the PO and the dispatches are arranged based on the location
and schedule.
6. The goods received at the receiving are verified against the PO quantity a schedule.
7. Goods receipt notes are generated against the receipts. In case of damage of goods in transit, inferior quality
the same shall be returned to the supplier with Goods Return Note.
8. The Bills are accepted from the supplier for the goods accepted and the same is forwarded to accounts
departments for payments.
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Reusability of the existing Application:
The existing application has been evaluated based on the JnNURM guidelines to
improve the citizen delivery process and the objective of the Municipal Corporation.
While preparation of this document a detailed study has been carried out to evaluate
the possibility of reusing the existing application in the technical point view with the
proposed e-Governance application and the observations are as follows.
Evaluation Criteria Priority Existing ERP Functional compliance High 2 2 Technology Compliance High 3 3 GIS Compatibility High 2 2 RDBMS Compliance High 3 3 Architecture Medium 2 3 Interface with other Modules High 2 2 Customization Medium 2 2 Total Score 16 17
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets
Requirements = 2 Points, Exceeds Requirements = 3 Points
Technology:
• The present application is on J2EE as user interface (UI) and Oracle 9i as
Relational Database Management System (RDBMS).
• 3 - tier architecture.
• The present RDBMS is compliant to the desired RDBMS as per the standard
unified database across the enterprise.
• Functional Changes need to be incorporated to close the GAPS identified in
the GAP analysis report. The existing system is scalable to meet the
enhancement.
• Interface to be developed with proposed modules like Double Entry
Accounting & Financial Management, Document Management, Portal/CFC,
citizen grievance, GIS based water Analysis software.
• However, the application needs enhancement to meet other requirements like
interface with e-Procurement, E-tendering, order management, vendor
Management etc.
• The present web based application was deployed in the year 2002 and the
performance of the application is satisfactory.
• The existing application covers all historical data i.e from the year 2002 and
over 10000 project cycles has been managed through this application.
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Functionality:
Refer Gap analysis listed out against each service like addition of new assessee,
name Transfer, Demand and collection and General Revision in Page No 142-185.
The comparison of 2 options namely, improving the existing application, switching
over to off the shelf application with minimum customization and development of
new customized application shows that each option has some level of risk listed.
Existing Application:
1. Change in functionality and incorporating new changes may destabilize the
system.
2. Longer implementation cycle may lead to delay in delivering the final objectives.
ERP:
1. Higher Acquisition Cost
2. Higher customization charges
3. Requirement of high end skilled Resources to customize the application in line with
JnNURM requirement.
4. Retention of technical resource
5. Migrating data from the existing application to the new application as per
requirement.
Conclusion:
Considering the above risks, objectives and the cost impacts, NMMC decided to
retain the existing application and carry out the enhancement to meet the JnNurm
guidelines for better service delivery. Part of the JnNurm guidelines is met by
procuring standard available modules available with the state or central government
short listed vendors on PPP basis. However, the risk mentioned in the above section
shall be mitigated with the skilled techno functional team and thorough impact study
before commencement of enhancement.
Operation and Maintenance:
Operation:
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The works management and other sub modules associated with works management
like e-Tendering, order Management, vendor Management are project management
utilities and do not require citizen interface. The above mentioned module will be
internal requirement and to be operated by the end users.
Maintenance:
The maintenance of the application software and database shall be the responsibility
of NMMC IT team headed by System administrator under the guidance of
commissioner and city engineer. The maintenance and enhancement shall be carried
out as per the IT policy of NMMC.
Business Process Reengineering (BPR) in Works Management:
1. Online update with the aid of GPS/GPRS enabled hand held devices to
capture the field data related to the project such as daily
measurement
2. Minimize paper works.
3. Interface with GIS based Sewer And water analysis authenticate the
estimate and other engineering details.
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2.2.6 Building Plan Approval
The building Plan approval is primary activity associated with Town Planning
department relates to the issue of permissions to the constructions of buildings
based on the development construction regulations (DCR) laid down by the municipal
corporation based on the city development Plan (CDP). The primary functions of
Building plan approval are listed out as below
1. Approval for Commencement of Construction of work (Commencement
Certificate).
2. Certification for Plinth (Plinth Check certificate).
3. Approval for Occupancy (Occupancy Certificate).
4. Approval for modification to existing structure.
5. Control and legal action on Illegal construction in the municipal territory.
6. Improving City infrastructure like road widening.
The following table List out the details of permission granted in the last five years
Financial Year 2003-2004 2004-2005 2005-2006 2006-2007 2007-2008
Commencement Certificate (CC) In Nos. 171 120 306 298 352 Occupancy Certificate (OC) In Nos. 100 110 180 170 130 Revenue (INR) in Lacs 130 170 210 230 250
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Key Objectives: Sr.No Description of Service
Delivery Existing delivery
Time (Avg) Expected Time
Line as per JnNurm Guide
Line
Proposed Time line after implementation of E-
Governance
Performance Parameters
1 Building Approval-Residential
Within 15-22 days (based on average days calculation)
<7 days <10 days for the first 6 months from the date of
deployment) <7 days after 6 months
from the date of deployment.
Accuracy data and maps.
Adherence to DCR of Navi Mumbai.
Submission of data in soft format.
2. Building Plan approval – Commercial
Within 45-68 days (based on average days calculation)
<15 days <22 days for the first 6 months from the date of
deployment) <15 days after 6 months
from the date of deployment.
Accuracy data and maps.
Adherence to DCR of Navi Mumbai.
Submission of data in soft format.
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Submit applicationalong with required
document andbuilding plan
Applicant
Verify theapplication alongwith documents
TP officer
Check forproperty
ownership/leaserecords
TP officer
Prepare a costestimation and
the challan
TP officer
Field Visit &Site Inspection
TP Officer
Pay theapplicablecharges
Applicant
Issue ofCommencement
Certificate
TP officer
scrutiny ofBuilding Plan
TP officer
Approvalstatus
Return toapplicant for
revision of planand remarks
Applicant
Approval fromADTP
ADTP
Permission toproceed withdevelopment
plan
Applicant
Building Plan Approval (CC) -Existing
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Submitapplication along
with requireddocument andbuilding plan
(revised if any)
Applicant
Field Visit &Site Inspection
TP Officer
Pay theapplicable
charges if any
Applicant
Issue ofOccupationCertificate
TP officer
Approvalstatus
Return toapplicant for
necessarycorrection
Applicant
Approval fromADTP
ADTP
ReceiptOccupation permit
Applicant
Building Plan Approval (OC) -Existing
NO
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Gap Analysis: Case I – Building Plan Approval
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Applicant fills in the application
form for requesting approval to
his/her building plan and submits
the required supporting documents
to the town planning section.
No automation/Application exists Applicant fills the application form for
requesting approval of building plan and
submits the required documents to the
town Planning Application along with list of
documents specified (optional/mandatory).
The selection of the land parcel shall be
carried out by selecting the plot from the
Geographical Information system
(Mandatory Process). In case the non
existence of land parcel the TP shall instruct
the competent authority to create the land
parcel before processing the scrutiny
process.
In case of amalgamation/split of the
existing property the same shall be updated
in the geographical Information system.
2. Calculation of Fees applicable. No automation/Application exists The applications are consolidated at the
Highest Hierarchy of the TP department.
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The competent authority allocates the case
to TP officer for scrutiny of the documents
submitted along with verification of building
plan. Upon approval the TP officer shall
calculate the fees applicable for the grant of
CC.
3. The applicant pays the fees and
receives the acknowledgement
from the TP section.
No automation/Application exists Upon receipt of fees, the concerned TP
officer visits the site for inspection.
4. Validate the particulars provided
by the applicant. Prepare field visit
report
No automation/Application exists Facility to record the field visit details and
the provision to capture/upload the field
visit report. The system shall have facility
to capture/map the field visit report with
the plot. The proposed document
management system shall have the feature
to link any documents with the spatial data.
5. The TPO provides his
recommendation and submits the
same to the Municipal
commissioner for further approval,
No automation/Application exists Facility to record the TPO recommendation
details or mapping the Recommendation
with Spatial data for future reference. The
system shall have in built workflow to move
the file for other approval process.
6. Once approved by the
commissioner, the TPS (Town
No automation/Application exists Facility to record the commissioner
approval details or mapping the same with
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Planning supervisor) shall prepare
proceedings and send the same for
TPO approval.
Spatial data for future reference. The
system shall have in built workflow to move
the file for other approval process.
7. The TPO approves and provides his
recommendations on the order
and submits it to the municipal
commissioner for his approval.
No automation/Application exists Facility to record the TPO approval details
or mapping the same with Spatial data for
future reference. The system shall have in
built workflow to move the file for other
approval process.
8. The commissioner approves the
proceedings.
No automation/Application exists Facility to record the commissioner
approval details or mapping the same with
Spatial data for future reference. The
system shall have in built workflow to move
the file for other approval process.
9. The TPS issues the approval order
and the sanctioned building plan to
the applicant.
No automation/Application exists Facility to record the TPS approval details
or mapping the same with Spatial data for
future reference. The system shall have in
built workflow to move the file for other
approval process.
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FUNCTIONAL REQUIREMENT – Building Plan Approval
Sr.No National Mission Mode Project Guide Line Desired Application
1. Enable applicants to fill and submit the building plan
application online and to attach necessary drawings in
the soft copy. Allow municipal officials to
access/download the same for verification of particulars
Facility to submit the application details online through
the proposed NMMC web portal or CFC (Citizen Service
Centers) or direct visit to Town Planning office.
The system shall have facility to capture the applicant
details, basic information about the plot/land, Documents
to be submitted. The system shall have feature to upload
the copies of documents associated with land parcel and
the Copy of the Drawings. The system shall generate
unique number for future reference.
2. Enable staff to enter required documents for building
permission based on the height of the proposed
structure. Various categories based on the height should
be allowed to be entered
The system shall have facility to capture the mandatory
documents based on the type and height of the structure.
The administrator shall create the list of documents
applicable for various types and height of the building.
3. Facilitate entering of the building application details such
as applicant information, building information, licensed
architect information, and the technical and fee details.
Ability to capture the entire plot details, ownership
details, Architect’s Information along with registration
details.
4. Facilitate checking of the physical documents submitted
by the applicant for building plan approval. Based on
these an acknowledgement should be generated and
Application submitted online shall be authenticated with
the original documents. Upon acceptance the system shall
generate acknowledgement with details of the plot and
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given to the applicant. the applicant’s name. The system shall generate a unique
case number along with details of zone, development
details and the applicant’s name for future reference.
5. Facilitate checking and assessing the fee charges for an
applicant and calculate the total amount to be paid.
The system shall generate challan based on the area and
the type of structure along with mandatory charges.
Applicant shall have facility to pay the fees in a single
installment or multiple installments.
6. Facilitate entering of the inspection and scrutiny details
for the building plan permission such as the Site
Inspection Report (fields such as application no., applied
for, application date, applicant details, usage, building
category, inspector details, date of inspection, etc.), Fee
& Charges Calculations, and Certificate and Document
Verification Report. Further system should facilitate
generation of an endorsement or building permission
order to the applicant, based on the scrutiny
The system shall capture the scrutiny details (Plan
approval details and site inspection details). All
information’s captured shall be linked with plot either
scanned format or upload the same with compatible
format.
7. Generate application reference for Building Plan
Application/ Layout Application for the applicant and
facilitate online tracking of the status of the application.
The system shall generate a case Number and shall have
option to track the same through the web portal.
8. Online help should be available to the user for each
system function. Topics covered in the user manual shall
also be available through the online help.
The system shall have facility to access the online help for
each user function.
9. Enable integration of the module with the following The system shall have interface with Modules namely,
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module to facilitate exchange of data: Property Tax,
Vacant Land Tax, Water Tax, File Movement, Grievance
Redressal, Court Cases, Financial Accounting, Assets &
Inventory, Advertisement Tax, Trade Licenses,
Project/ward works, and schemes.
Property tax, Water tax, File Movement, Assets
management, Court cases, financial and Accounting and ,,
trade licensees.
10. Track delays in approval steps and maintain an audit log
of the approval process steps.
System shall have strong audit trail facility with case
escalation procedure to the higher hierarchy.
11. Ability to check for pending taxes if any – add as
functionality – interface.
The system shall have interface with Modules namely,
Property tax, Water tax, File Movement, Assets
management, Court cases, financial and Accounting and ,,
trade licensees to check the pending tax details if any.
12. Ability to track arrears due to the ULB and the robust
ness of the system needs to be maintained
The system shall have ability to track the arrears due to
Municipal Corporation including other departments like
property tax, Water tax etc.
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Submit applicationalong with required
document andbuilding plan
Applicant
Verify theapplication alongwith documents
Check forproperty
ownership/leaserecords
TP officer
Prepare a costestimation and
the challan
TP officer
Field Visit &Site Inspection
TP Officer
Pay theapplicablecharges
Applicant
Issue ofCommencement
Certificate
TP officer
Approvalstatus
Approval fromADTP
ADTP
Permission toproceed withdevelopment
plan
Applicant
Download theapplication and list
of mandatorydocuments required
Applicant
Accept the application.Check for the requireddocument along with
fees specified
CFC
Issue receiptand forward to
TP
CFC
scrutiny ofBuilding Plan
TP officer
Approvalstatus
TP Officer
Integrationwith GIS
Update GISdatabse
Integration withProperty tax
Integration withWater supply andBilling Module
Integration withAccounting
Integration withAccounting
Building Plan Approval (CC) -Proposed
Analysis ofSewer capacity
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Field Visit &Site Inspection
TP Officer
Pay theapplicable
charges if any
Applicant
Issue ofOccupationCertificate
TP officer
Approvalstatus
Return toapplicant for
necessarycorrection
Applicant
Approval fromADTP
ADTP
ReceiptOccupation permit
Applicant
Building Plan Approval (OC) -Proposed
Submit applicat ionalong with required
document andbuilding plan
Applicant
Verify theapplication alongwith documents
Download theapplication and list
of mandatorydocuments required
Applicant
Accept the application.Check for the requireddocument along with
fees specified
CFC
Issue receiptand forward to
CFC TP Officer
Approvalstatus
Integration withProperty tax
Integration withWater supply andBilling Module
Update GISdatabse
Integration withAccounting
Integrationwith GIS
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Interface with other Modules
Sr.No National Mission
Mode Project Guide
Line
Existing Application Desired Application
1. Public Grievance
Redressal Module
No application exists. Integration with public grievance redressal
module for the status of the grievance/
queries/ redressal steps taken
2. Court cases (Legal
Module)
No application exists. Integration with Legal Module for tracking legal
issues if any.
3. Financial & Accounting
Module
No Interface exists Cash Collection.
4. Property tax No Interface exists For calculation of property Tax
5. Water Billing No Interface exists No Interface exists
6. Sewer/Water Cad No Interface Exist Interface With Sewer and Water shall benefit
the approval process in the following way.
1. System Adequacy Check: Ensuring water
and sewer infrastructure adequacy based on
the land use/tenement data prior to issuing
permission for development.
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Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets Requirements = 2 Points, Exceeds Requirements = 3 Points
Evaluation Criteria Priority New Functional compliance High 2 Technology Compliance High 3 GIS Compatibility High 2 RDBMS Compliance High 2 Architecture Medium 3 Interface with other Modules High 2 Customization Medium 2 Total Score 16
Functionality: Refer Gap analysis listed out against each service in Page No 194-196. Operation and Maintenance: Operation: A partial functionality of the building plan approval requires citizen interface such as
submission of new development application and collection of fees associated with
development activity. The same shall be made available through CFC Module. All
other functionalities associated with building plan are related to the back office
scrutiny and approval process which will be operated by the building plan
department.
Maintenance:
The maintenance of the application software and database shall be the responsibility
of NMMC IT team along with vendor responsible headed by System administrator
under the guidance of commissioner and city engineer. The maintenance and
enhancement shall be carried out as per the IT policy of NMMC.
Conclusion:
NMMC decided to procure the building plan approval from the existing proven
solutions which are implemented in other municipal corporation. The prices indicated
are budgetary.
Business Process Reengineering (BPR) in Building plan Approval:
1. Standardize application format related to Building plan.
2. Interface with document management system to share the building
plan data with Property tax department.
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2.2.7 Health Programs
The health section/department plays a key role in the functioning of the Municipal
Corporation. The health department activities are further categorized in to following
sections.
1. Cleaning of streets and supervision of sanitation.
2. Lifting of garbage and dumping of the same in the dumping yard.
3. Spraying disinfectants under the urban malaria scheme.
4. Regulation of Dangerous and offensive trades
5. Maintenance and management of slaughter houses and certification of animal
for slaughter
6. Prevention of epidemics
7. Prevention of food adulteration
8. Management of Maternity and child heath care.
9. management of Hospitals (Owned by the Municipal Corporation)
As a part of E-governance, two activities pertaining to the Health program are listed
out below.
1. Trade Licenses.
2. Solid Waste Management
Trade Licenses:
Establishment’s carrying out business in the Municipal territory required to obtain
trade license from the Municipal Corporation. It is important to control trading within
the city limits/Municipal Limits to ensure the citizens are not adversely affected by
the improper method of carrying out trades.
The list of Trades/ Business establishment need to maintain trade licenses are
1. All eatery Houses.
2. Industries, manufacturing units.
3. Power Looms, Floor Mills
4. Fire wood depot, timbers, camphor depot
5. Barber Houses, Beauty saloons
6. Vegetable Oil dealers and manufacturers
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7. Ammunition storage/dealers.
8. Fire work and Cracker traders.
The health department is responsible for issue of new trade licenses, permission
/NOC, renewal of licenses, cancellation, and upgrade of trade licenses.
The following section list out the primary function associated with trade license.
1. Issue of new Trade License
2. renewal/cancellation of trade license.
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Key Objectives: Sr.No Description of Service
Delivery Existing delivery
Time (Avg) Expected Time
Line as per JnNurm Guide
Line
Proposed Time line after implementation of E-
Governance
Performance Parameters
1 Issue of New Trade Licenses
12-22 days (Based on Average days)
< 5 days <7 days within 6 months from the date of
implementation of application. 6 months from <4-5 days after 6 months
from the date of implementation
Accuracy and authenticity of user
inputs.
2. Renewal of Trade License
<30 Min 2 days – 7 days <30 Min Time to retrieve the data from Central
repository. Navigation, time to
Commit record back to central database.
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Gap Analysis: Case I – Trade License
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. Applicant applies for the trade
license at the identified citizen
center along with mandatory
documents and the requisite fees.
No automation/Application exists Applicant fills the application form issue of
trade license along with list of documents
specified (optional/mandatory) and the
requisite fees.
The selection of the land parcel shall be
carried out by selecting the plot from the
Geographical Information system (Mandatory
Process).
2. Accept the application and issue
receipt with a unique number for
future reference.
No automation/Application exists The applications are accepted by the Citizen
center representative and receipt is issued
along with a unique number for future
reference.
3. The processing of the application
varies based on the type of trade.
For a few selected trades NOC
from Health and sanitary
department is Mandatory.
No automation/Application exists The processing of the application is based on
the type of industry. Presently, the trade
licenses are applicable for selected trades.
4. The commissioner or competent
authority reviews the
No automation/Application exists Facility to record the field visit details and the
provision to capture/upload the field visit
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recommendations and grants
permission to issue the requisite
trade license.
report. The system shall have facility to
capture the field visit report. The proposed
document management system shall have
the feature to link any documents with the
spatial data.
5. Inform the applicant about the
approval
No automation/Application exists Facility to update the approval status to the
applicant in the form of SMS or email alerts.
6. Applicant pays the requisite fees
applicable for the transaction
No automation/Application exists The system shall accept the requisite amount
of fees ad upon receipt of the application the
system shall generate the trade license to the
applicant along with receipt
acknowledgement for the commercial
transaction.
7. In case of renewal, the system
shall generate the list of the trade
license due for renewal. A demand
notice shall be sent to the existing
license holders.
No automation/Application exists Facility to generate alerts/list of trade
licenses due for renewal before a specified
period from the due date. The system shall
generate a demand notice to the license
holder to renew the same within a stipulated
period of time.
8. In the event of delayed response
from the license holder (beyond
the stipulated date), the late fees
are applicable for the renewal of
No automation/Application exists The system shall calculate the renewal fees
along with late fees charges. And the licenses
are renewed upon receipt of the payment.
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the trade licence.
9. In the event, the license holder
doesn’t respond to the notice
beyond a stipulated period the
license stands cancelled and the
same is handed over to the legal
department for further court
proceeding
No automation/Application exists The system shall have facility to keep track of
each renewal cases. In the event, the license
holder doesn’t respond to the notice beyond a
stipulated period the system shall raise the
alerts. The system shall have escalation
policy in place in case the
concerned/responsible employee doesn’t
respond to the renewal cases. The system
shall have proper workflow mechanism to
escalate/approve the cases within a
stipulated period.
10 In the event of cancellation of
Trade license, the corporation shall
verify the dues against the license
holder. The cancellation of licenses
shall be permitted after clearance
of dues.
No automation/Application exists In the event of cancellation request the
corporation shall verify the dues balance from
the license holder (All Departments). Upon
clearance, the Corporation shall issue license
cancellation note/Notice to the license holder.
FUNCTIONAL REQUIREMENT – Trade Licenses
Sr.No National Mission Mode Project Guide Line Desired Application
1. Allow addition and updating the sanitary zone/division Facility to update the sanitary information like sanitary
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information in the Sanitary Zones/wards/Division
Master.
zone/wards etc.
2. Allow addition and updating the sanitary
zones/ward/division allocation to Sanitary Inspectors
Facility to update the sanitary zones/wards/division
allocation to sanitary inspectors.
3. Allow addition and updating:
• Trade categories
• Sub-trade categories.
Provision to add or update the
• Trade categories
• Sub-trade categories
4. Allow configuration of the following:
• Late fee details for the corresponding time periods in
the penalty fee master
• Trade rates
Allow configuration of the following:
• Late fee details for the corresponding time periods in
the penalty fee master
• Trade rates
5. Facilitate the recording of the details of an applicant for
a new trade license.
Facilitate the recording of the details of an applicant for a
new trade license along with spatial data.
6. Facilitate the preparation of the inspection report for
recording the findings of the field inspection of the
applicant’s premises. Allow the SI/HO to provide his
comments.
Facilitate the preparation of the inspection report for
recording the findings of the field inspection of the
applicant’s premises. Allow the SI/HO to provide his
comments.
7. Facilitate recording the NOC/Installation Permission
Details, which will be later used for checking while
issuing the License to Industry/Factory.
Facilitate recording the NOC/Installation Permission
Details, which will be later used for checking while issuing
the License to Industry/Factory.
8. Allow the Municipal Commissioner/Competent authority
to view the recommendations of the SI/HO on a new
Allow the Municipal Commissioner/Competent authority to
view the recommendations of the SI/HO on a new license
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license application. Facilitate the Commissioner to also
enter his remarks in the system.
application. Facilitate the Commissioner to also enter his
remarks in the system.
9. Facilitate the capturing of the license fee/late fee details
(Cheque/DD details, etc.)
Facilitate the capturing of the license fee/late fee details
(Cheque/DD details, etc.) with an interface to the
Accounting module
10. Facilitate the generation of a new license after the
information on supporting documents, fee details, and
the necessary approvals are recorded in the system.
Allow printing of the license document from the system.
Facilitate the generation of a new license after the
information on supporting documents, fee details, and the
necessary approvals are recorded in the system. Allow
printing of the license document from the system
11. Facilitate recording the application details from the
application form submitted by the applicant.
Facilitate recording the application details from the
application form submitted by the applicant and interface
with spatial data.
12. Facilitate recording of the trade License renewal details.
The required data is collected from the application,
challan submitted.
Facilitate recording of the trade License renewal details.
The required data is collected from the application,
challan submitted.
13. Facilitate recording of the trade License renewal details.
The required data is collected from the application,
challan submitted.
Facilitate recording of the trade License renewal details.
The required data is collected from the application,
challan submitted.
14. Update the status of a trade license as ‘active’ or
‘closed’, and the reasons for closure are entered.
Update the status of a trade license as ‘active’ or ‘closed’,
and the reasons for closure are entered.
15. Facilitate recording of the details from the application
submitted by the applicant for change of Title.
Facilitate recording of the details from the application
submitted by the applicant for change of Title with
additional fees for the transaction.
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16. Facilitate generation of license with changed title, after
the necessary supporting documents, fee, and approvals
are entered in the system. Allow printing of the same.
Facilitate generation of license with changed title, after
the necessary supporting documents, fee, and approvals
are entered in the system. Allow printing of the same.
17. Facilitate capturing of details of the un-assessed trades,
i.e., individuals performing trade without a proper trade
license.
Facilitate capturing of details of the un-assessed trades,
i.e., individuals performing trade without a proper trade
license.
18. Facilitate capturing of details of the un-assessed trades,
i.e., individuals performing trade without a proper trade
license.
Facilitate capturing of details of the un-assessed trades,
i.e., individuals performing trade without a proper trade
license.
19. Facilitate capturing of grievances against a license, or in
general.
Facilitate capturing of grievances against a license, or in
general.
20. Facilitate generation of demand collection and balances
revenue ward-wise for the ULB
Facilitate generation of demand collection and balances
revenue ward-wise for the corporation
Interface with other Modules
Sr.No National Mission
Mode Project Guide
Line
Existing Application Desired Application
1. Public Grievance
Redressal Module
No application exists. Integration with public grievance redressal
module for the status of the grievance/
queries/ redressal steps taken
2. Court cases (Legal No application exists. Integration with Legal Module for tracking legal
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Module) issues if any.
3. Financial & Accounting
Module
No Interface exists Cash Collection.
4. Property tax No Interface exists For calculation of dues, outstanding and issue
of NOC
5. Water Billing No Interface exists For calculation of dues, outstanding and issue
of NOC.
6. GIS No interface exists Monitoring a curb cleaning operation and
defaults by worker/contractor.
Monitoring Movement and Bin pick up on a real
time basis through GPS/GPRS.
Registering various health surveys like TB,
Malaria.
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Apply for tradeLicense
Applicant
Acceptapplication alongwith documents
CFC Clerk/Portal
GenerateAcknowledgement and receipt fortransaction Fee
CFC Clerk/Portal
GenerateAcknowledgement and receipt fortransaction Fee
CFC Clerk/Portal
Site Visit
SI/HO
Forward applicationto health officer
and SanitoryInspector
CFC Clerk/Portal
Site InspcetionReport?
Send reject noteto applicant
Applicant
Non
con
firna
tory
NOC from HealthDepartment?
Non confirmatory
Approval fromcity
Enggr/Commissioner
City Enggr/Commissioner
GeneratePayment Challan
SI/HO
Make Payment
Applicant
GenerateReceipt
Cashier
issue LicenseInterface with Double
entry accountingsystem
Interface with WaterSuply & Billing
Interface withProperty tax system
Interface withGIS
Issue of Trade License (Proposed)
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Issue demandnotice tolicensee
Sanitory Inspector
Collect Demandfee and generate
receipt
Cashier
Licensee resondsbefore due date
Issue renewedlicense
Sanitory Inspector
Interface with Doubleentry Accounting
system
Yes
Licensee resondsbefore closuere
dead line?
No
Collect Demandfee along with
late fee andgenerate receipt
Cashier
Issue Noticeand court
proceeding
Sanitory Inspector
Yes
Renewal of Trade License(Proposed)
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Reusability of the existing Application:
Presently, all trade licenses are issued through a manual process and NMMC do not
have any software application to manage the trade activity.
Evaluation Criteria Priority Other Functional compliance High 2 Technology Compliance High 3 RDBMS Compliance High 3 Architecture Medium 2 Interface with other Modules High 2 Customization Medium 2 Total Score 14
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets
Requirements = 2 Points, Exceeds Requirements = 3 Points
Functionality:
Refer Gap analysis listed out against each service in Page No 207-209.
Operation and Maintenance:
Operation:
The trade license application, issue of trade licenses and renewal are carried out at
the CFC level along with other service delivery like birth & death.
Maintenance:
The maintenance of the application software and database shall be the responsibility
of NMMC IT team along with vendor responsible headed by System administrator
under the guidance of commissioner and city engineer. The maintenance and
enhancement shall be carried out as per the IT policy of NMMC.
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2.2.8 Solid Waste Management
The solid waste management function involves the monitoring and management of
the activities of street cleaning (including open drains), garbage lifting, transporting
and scientific disposal, maintenance of garbage disposal vehicle and other utilities
and public toilets/complexes etc. The process also involves keeping track of the
amount of garbage disposed at the dumping ground, and utilizes the data to assist in
the scheduling of workers and vehicles for the garbage collection exercise. Currently
solid waste management and vehicle movements are outsourced in NMMC and the
department monitors the street cleaning, awarding cleaning and disposal contracts,
monthly payment process based on the garbage disposed and the street cleaning
observations.
The functions of the solid waste management are sub categorized in to following
Components.
1. Street Sweeping/Cleaning
2. Garbage Collection
3. Vehicle Movement.
The sub category, Street sweeping functionality and guidelines are not covered in
the National Mission mode projects for E-Governance for Municipalities. Hence,
age gap analysis was not carried out for this module.
The functional requirement of Street Sweeping Module is listed out in the
following section.
1. Create BITS information layer on the Geographical Information system (GIS)
by breaking the street with specified length. (750 Mtrs/per Worker).
2. Create zones by pooling the BITS.
3. Create Indent for street cleaning services.
4. Allocate manpower to a bit.
5. Record daily observations
6. Process Monthly payment
7. Deduction/levy of penalty.
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Gap Analysis: Case I – Solid Waste Management (Garbage Collection)
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. The Sanitary Supervisor reviews the
garbage volume for different
locations, and the availability of the
sanitary workers/ Contract workers
for the period of scheduling.
No automation/Application exists The Sanitary Supervisor reviews the garbage
volume for different locations, and the
availability of the sanitary workers/ Contract
workers for the period of scheduling.
2. The Sanitary Supervisor then
generates the allocation schedule for
the workers allocating them to
different locations for garbage
collection. The Supervisor then
forwards the same to the Health
Officer for review and approval.
No automation/Application exists The Sanitary Supervisor then generates the
allocation schedule for the workers allocating
them to different locations for garbage collection.
The Supervisor then forwards the same to the
Health Officer for review and approval. The
system shall have interface with Work flow
management for various approvals.
3. The Health Officer reviews and
forwards the schedule to the
Municipal Commissioner for review
and approval.
No automation/Application exists The Health Officer reviews and forwards the
schedule to the Municipal
Commissioner/competent authority for review
and approval.
4. The Municipal Commissioner verifies
the schedule.
No automation/Application exists The Municipal Commissioner / competent
authority verify the schedule.
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5. If acceptable, the Municipal
Commissioner approves and sends
the schedule to the Sanitary
Inspector for distribution amongst
the sanitary workers. Subsequently,
the Sanitary Inspector releases the
garbage collection schedule to the
sanitary workers.
No automation/Application exists Municipal Commissioner/ competent authority
approves and sends the schedule to the Sanitary
Inspector for distribution amongst the sanitary
workers. Subsequently, the Sanitary Inspector
releases the garbage collection schedule to the
sanitary workers.
6. Upon collection of the garbage and
dumping of the same at the
dumping ground, the Sanitary
Inspector monitors the garbage
volumes, and the attendance of the
sanitary workers/Contract worker.
The information is recorded in the
system for further processing.
No automation/Application exists Upon collection of the garbage and dumping of
the same at the dumping ground, the Sanitary
Inspector monitors the garbage volumes, and
the attendance of the sanitary worker/ Contract
worker. The information is recorded in the
system for further processing like payments to
contractor, revision of collection method, no of
worker etc if any.
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Gap Analysis: Case I – Solid Waste Management (Vehicle Movement)
Sr.No National Mission Mode Project
Guide Line
Existing Application Desired Application
1. The Sanitary Supervisor reviews the
garbage volume for different
locations, and the availability of the
sanitary vehicles for the period of
scheduling. The vehicle availability
position is available from Assets and
Inventory records maintained at the
municipalities.
No automation/Application exists The Sanitary Supervisor reviews the garbage
volume for different locations, and the
availability of the sanitary vehicles for the period
of scheduling. The vehicle availability position is
available from Assets and Inventory records
maintained at the municipalities. (Applicable for
Own Vehicles).
In case of outsourcing, the contractor shall
supply the requisite vehicles based on the
requirement of the sanitation department.
2. The Sanitary Supervisor then
generates the allocation schedule for
the vehicles allocating them to
different routes and locations for
garbage collection. The Supervisor
then forwards the same to the
Health Officer for review and
approval.
No automation/Application exists The Sanitary Supervisor then generates the
allocation schedule for the workers/contract
workers allocating them to different locations for
garbage collection. The Supervisor then forwards
the same to the Health Officer for review and
approval. The system shall have interface with
Work flow management for various approvals.
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3. The Health Officer reviews and
forwards the schedule to the
Municipal Commissioner for review
and approval.
No automation/Application exists The Health Officer reviews and forwards the
schedule to the Municipal
Commissioner/competent authority for review
and approval.
4. The Municipal Commissioner verifies
the schedule.
No automation/Application exists The Municipal Commissioner / competent
authority verify the schedule.
5. If acceptable, the Municipal
Commissioner approves and sends it
to the Sanitary Inspector for
distribution amongst the vehicle
drivers. Subsequently, the Sanitary
Inspector releases the garbage
collection schedule (trip sheet) to
the vehicle drivers.
No automation/Application exists Municipal Commissioner/ competent authority
approve and send the schedule to the Sanitary
Inspector for distribution amongst the sanitary
workers/contractors. Subsequently, the Sanitary
Inspector releases the garbage collection
schedule to the sanitary workers/contractors.
In case of Workers of NMMC, interface with HR
system is mandatory.
6. The vehicle driver collects the
garbage from the specified location,
collects the weighbridge certificate,
and dumps the garbage at the
dumping ground as per his schedule.
The weighbridge certificate is
submitted to the dumping ground
No automation/Application exists The vehicle driver collects the garbage from the
specified location, collects the weighbridge
certificate, and dumps the garbage at the
dumping ground as per his schedule. The
weighbridge certificate is submitted to the
dumping ground staff, to be later collected for
tracking the garbage volumes.
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staff, to be later collected for
tracking the garbage volumes.
Interface with vehicle tracking system is
envisaged to keep track of the actual time of
lifting garbage against the schedule.
7. The Sanitary Inspector monitors the
garbage volumes dumped at the
dumping ground, and the
attendance of the sanitary
workers/contract workers. The
information is recorded in the books
for further processing at the time of
preparing schedules, payroll
processing etc.
The Sanitary Inspector monitors the garbage
volumes dumped at the dumping ground, and
the attendance of the sanitary workers/contract
workers. The information is recorded in the
books for further processing at the time of
preparing schedules, payroll processing/payment
to contractor etc.
FUNCTIONAL REQUIREMENT – Solid Waste Management
Sr.No National Mission Mode Project Guide Line Desired Application
1. Allow addition of the new division details to the Division
Master whenever a new division is established in the
Municipality. The division data is later used for preparing
the schedules for garbage collection.
Allow addition of sectors/New zones through Geographical
Information system.
2. Allow location details under particular division of the
Municipality to be entered.
Allow addition of sectors/New zone details through
Geographical Information system.
3. Allow various data on public toilets of the Municipality to
be entered into the Public Toilets Master.
Allow various data on public toilets of the Municipality to
be entered into the Public Toilets Master. The same shall
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be managed through the spatial data
4. Allow integration with the Personnel Management
System to obtain information on the following types of
staff under the sanitary wing of the Municipality:
• Route employees
• Sanitary inspectors responsible for checking the
sanitation activities, and the divisions allotted to
them
• Sanitary maistry/jawan responsible for checking the
sanitation activities, and the divisions allotted to
them
The system shall have integration with the Personnel
Management System to obtain information on the
following types of staff under the sanitary wing of the
Municipality:
• Route employees (Applicable for Own Wokers)
• Sanitary inspectors responsible for checking the
sanitation activities, and the divisions allotted to them
• Sanitary maistry/jawan responsible for checking the
sanitation activities, and the divisions allotted to them
5. Allow details of the garbage-collection place such as the
garbage collection place type, name, and fees collection
location to be entered.
Allow details of the garbage-collection place such as the
garbage collection place type, name, and fees collection
location to be entered. The system shall have close
integration with GIS system.
6. Allow coordinates of dustbins located at various locations
within the Municipality to be entered.
Allow coordinates of dustbins located at various locations
within the Municipality to be entered. The system shall
have close integration with GIS system.
7. Allow different types of vehicles available to be entered
into Vehicle Type Master. Further, allow the vehicles
details to be entered into the Vehicle Details Master. The
Vehicle Details Master is to be a part of the Assets and
Inventory module.
Allow different types of vehicles available to be entered
into Vehicle Type Master. Further, allow the vehicles
details to be entered into the Vehicle Details Master. The
Vehicle
Details Master is to be a part of the Assets and Inventory
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module.(Applicable for vehicles owned by NMMC)
8. Allow details of the Hospitals/Hotels/Lodges located in
the Municipality to be entered. The hospitals in the
Birth/Death module should have same codes for
integration with this module.
Allow details of the Hospitals/Hotels/Lodges located in the
Municipality to be entered. The hospitals in the
Birth/Death module should have same codes for
integration with this module. The system shall have close
integration with GIS system.
9. Allow the details of the transmission station to be
entered.
Allow the details of the transmission station to be
entered. The system shall have close integration with GIS
system.
10. Allow the details of the dumping ground to be entered in
the system. The garbage collected at various points is
finally disposed at these dumping grounds.
Allow the details of the dumping ground to be entered in
the system. The garbage collected at various points is
finally disposed at these dumping grounds. The system
shall have close integration with GIS system.
11. Allow the Sanitary Inspector to enter the attendance of
the employees in the system. The attendance
information is to be maintained in the Personnel
Management module of the system.
Allow the Sanitary Inspector to enter the attendance of
the employees in the system. The attendance information
is to be maintained in the Personnel Management module
of the system. (Applicable for Own workers).
In case of Outsourced work, the sanitation department
shall have clearly defined norms and penalty structure for
the contractor.
12. Allow the details of the trip sheet, which includes the
information about the vehicle used for transporting the
garbage, and the number of trips it makes, to be
Allow the details of the trip sheet, which includes the
information about the vehicle used for transporting the
garbage, and the number of trips it makes, to be entered
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entered into the Trip Sheet Table. into the Trip Sheet Table.
13. Generate tentative allocation of workers to locations
based on historical garbage collection patterns. The user
should be able to modify the allocation before firming up
the same for distribution to workers
Generate tentative allocation of workers to locations
based on historical garbage collection patterns. The user
should be able to modify the allocation before firming up
the same for distribution to workers
14. Allow for recording of the garbage volumes from
different locations dumped at the dumping grounds. The
system is to use this data to generate a worker
allocation schedule.
Allow for recording of the garbage volumes from different
locations dumped at the dumping grounds. The system is
to use this data to generate a worker allocation schedule.
15. Generate tentative allocation of vehicles to locations and
routes based on historical garbage collection patterns
and the optimal routing. The user should be able to
modify the allocation before firming up the same for
distribution to drivers.
Generate tentative allocation of vehicles to locations and
routes based on historical garbage collection patterns and
the optimal routing. The user should be able to modify the
allocation before firming up the same for distribution to
drivers.
16. Allow the details regarding the areas allotted for fogging
such as the area covered and the oil consumed to be
recorded in the system.
Allow the details regarding the areas allotted for fogging
such as the area covered and the oil consumed to be
recorded in the system.
17. Allow results of inspections of hotels and roadside food
centers by the sanitary inspectors to check the quality of
water supply and the food, to be recorded in the system.
Action to be taken against the hotels and food centers,
where contamination is found is also to be recorded in
the system.
Allow results of inspections of hotels and roadside food
centers by the sanitary inspectors to check the quality of
water supply and the food, to be recorded in the system.
Action to be taken against the hotels and food centers,
where contamination is found is also to be recorded in the
system.
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18. Allow any GE (Gastro Enteritis), JE (Japanese Enteritis)
cases found in the Municipality to be recorded into the
GE Table of the module.
Allow any GE (Gastro Enteritis), JE (Japanese Enteritis)
cases found in the Municipality to be recorded into the GE
Table of the module.
19. Allow recording of any diseases other than GE that are
found in the Municipality into the Other Diseases table.
Allow recording of any diseases other than GE that are
found in the Municipality into the Other Diseases table.
20. Allow recording of:
• Possible types of roads like BT, Gravel etc.
• Possible types of drains like Open, Closed etc.
Allow recording of:
• Possible types of roads like BT, Gravel etc.
• Possible types of drains like Open, Closed etc.
21. Allow recording of:
• Possible types of disease causes like air, water etc.
• Possible types of diseases like pneumonia, malaria,
typhoid etc.
Allow recording of:
• Possible types of disease causes like air, water etc.
• Possible types of diseases like pneumonia, malaria,
typhoid etc.
22. Allow recoding of the details of anti larval treatment like
treatment date, method adopted, last attended date, etc
to be recorded.
Allow recoding of the details of anti larval treatment like
treatment date, method adopted, last attended date, etc
to be recorded.
23. Facilitate preparation of a schedule for the health staff to
conduct quality checks on food establishments as well as
to conduct routine health checks in households.
Facilitate preparation of a schedule for the health staff to
conduct quality checks on food establishments as well as
to conduct routine health checks in households.
24. Facilitate tracking of cases of identified diseases on a
regular basis and recording the results. Facilitate
creation of a schedule for action plan for the treatment
of the cases, and monitoring of the same.
Facilitate tracking of cases of identified diseases on a
regular basis and recording the results. Facilitate creation
of a schedule for action plan for the treatment of the
cases, and monitoring of the same.
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Interface with other Modules
Sr.No National Mission
Mode Project Guide
Line
Existing Application Desired Application
1. Public Grievance
Redressal Module
No application exists. Integration with public grievance redressal
module for the status of the grievance/
queries/ redressal steps taken
2. Financial & Accounting
Module
No application exists Payments.
3. Geographical
Information system
No Interface exists Shall have close Integration with GIS for
location of BIN, Defining BITS and vehicle
tracking.
4. Pay Roll management No interface exists Shall have integration with Pay roll system to
select the Sanitary supervisor and other
workers.
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Reusability of the existing Application:
Presently, NMMC do not have any software application to manage the solid waste
disposal and vehicle movement and monitoring module.
Evaluation Criteria Priority New
Development Functional compliance High 2 Technology Compliance High 3 GIS Compatibility Medium 2 RDBMS Compliance High 3 Architecture Medium 2 Interface with other Modules High 2 Customization Medium 2 Total Score 16
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets
Requirements = 2 Points, Exceeds Requirements = 3 Points
Functionality:
Refer Gap analysis listed out against each service in Page No 222-226.
Operation and Maintenance:
Operation:
The solid waste management module is waste disposal and vehicle tracking module
and does not require citizen interface. Hence, scope for PPP involvement does not
exist.
Maintenance:
The maintenance of the application software and database shall be the responsibility
of NMMC IT team headed by System administrator under the guidance of
commissioner and city engineer. The maintenance and enhancement shall be carried
out as per the IT policy of NMMC.
Business Process Reengineering (BPR) in Solid Waste Management:
1. Interface with engineering workflow and approval process for Pretender, tender
and post tender activity.
2. GPS/GPRS based Vehicle tracking system for effective monitoring of waste
disposal.
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2.2.9 Human Resource Management & Pay Roll
The employees form a major asset base of Municipal Corporation. Efficient and
effective utilization of this asset viz. the available human resources, is important to
ensure effective administration of these departments. Municipalities with over 1000
employees, recognize the need for an integrated information technology solution to
address the needs and streamline its complex and dispersed payroll and human
resource management system.
Key objectives of the HRMS initiative are:
• Develop a single and integrated view of employee information across all
departments of the Municipal Corporation.
• Higher utilization of existing infrastructure and technology investments.
• Provide timely & reliable management of information relating to human
resources for effective decision making.
• Integration with other related applications such as Treasury, Payroll, etc.
• Provide ‘single window’ services to employees.
• Provide user-friendly environment.
The Key Modules in the HRMS are listed out below.
Sr.No Description of the Module Functions Covered
1. Recruitments/Appointments The recruitment/appointment module covers
the recruitment and appoints procedures as
per the relevant acts of the state and central
Government. The recruitment and
appointments are broadly covered as follows.
1. Direct Recruitment by the Municipal
Corporation
2. Appointment by Transfers from the
state/ Central/Other ULB’s.
3. Promotion
4. Contract/Agreement/ Reappointment
5. Compassionate Appointment
6. Deputation Appointment
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2. Promotions Depending on the vacancies created for the
year the promotions are initiated, Seniority
list and employee details are the key inputs
for processing the promotions.
3. Regularization of Staff This covers the regularization of employees
who have joined the services/appointed on a
daily wage basis or Consolidated pay basis
and have put in a specified number of years
in service and continuing in the service.
4. Increments The module deals, among other
requirements, with the maintenance of the
Increments Register. The process involves
the recalculation of the allowances affected
due to the increment and further making the
necessary entries into the Service Register.
5. Seniority Matters Manage and maintain details of department
name, section details, name of the person,
designation, qualification, date of birth, date
of joining, period of service, whether
probationer or approved (status), etc. are
required to be recorded.
6. Processing Annual
Confidential Report (ACR)
ACR’s need to be submitted every year for
employees. It is the responsibility of the
Office Personnel (OP) section of the
departments to send the blank ACR forms to
the concerned officer for filling. After filling
the form, the officer sends the form for
obtaining a counter signature. The counter
signing authority sends the signed form to
the recording authority, who in turn forwards
the same to the competent authority in the
Municipal Corporation. Separate ACR formats
shall be made available for Gazetted officer
and non gazetted officer.
7. Processing of Transfer of The module relates to the processing of
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Charge transfer requests from HOD’s.The
department receives the proposal from the
competent authority. If any interpretation
/relaxation of service rules are required, the
file is sent to commissioner. In the remaining
cases the competent authority of the
municipal Corporation provides instructions
for transfer.
8. Probation The module facilitates keeping track of
probation details of the employees such as:
• Commencement of probation
• Period of probation
• Period which counts towards
probation
• Passing of test during probation
• Change in the date of commencement
of probation
• Extension, Suspension, termination
• Declaration of probation
• Leave period other than casual leave
9. Compulsory waits Compulsory waits can arise due to the
following two reasons:
• When there is no vacancy available
for the given postings
• Due to administrative reasons (delay
in issuing the posting orders, etc.)
The module provides for capturing of the
relevant data from the HODs. Various
details such as name of the person,
designation, date of issue of posting, date of
joining, etc. can be entered in the system.
10. Processing of Leave Travel
Concession (LTC) requests
The module facilitates the processing of LTC
applications for employees, and their availing
the benefit of drawing advance for the tour.
The system checks whether the employee
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has already availed this benefit for the block
period, and facilitates according
permission/sanction of the leave. The OP
section on receiving the request for the LTC
advance forwards it to the higher authorities
for approval. The module further deals with
processing of the detailed bills submitted by
the employees.
11. Medical Reimbursements The module facilitates the processing of
applications for medical reimbursements
submitted by employees who have
undergone medical treatment. An employee
can also apply for reimbursement of the
expenses incurred for the treatment of his
dependents.
12. Travel & Tour management The module facilitates an employee intending
to go on an official tour to apply for travel
advance. On receipt of the application of
travel/tour advance, the OP section sends it
for obtaining approval from the relevant
authorities. If the employee on returning
from the tour does not submit the travel
expense bills on time, a reminder should be
sent by the system to the employee.
13. Leave Management The module covers the various types of
leaves applicable, the delegation of powers
for sanction of leave, maintenance of leave
records, etc.
14. Retirements The module covers the retirement age of
employees, and provisions and rules which
cover superannuating retirement, voluntary
retirement, retirement on medical grounds,
invalid retirement and compulsory
retirement.
15. Resignations The module facilitates processing of
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employee resignations. The steps include the
receipt of the proposal from competent
authority/ departments, preparation of a
draft note for the proposal, and seeking
advice from the referral departments if
necessary, before taking a decision on the
case. Normally all resignation related
matters are handled by the HODs, however,
certain cases that don’t fall under the HOD’s
jurisdiction are sent to the commissioner for
approval. Relevant details such as letter
number, name of the employee, designation,
subject, date of resignation, remarks, etc.
are captured during the process.
16. Government Provident Fund The module facilitates the user to apply for
admission to the GPF plan. It captures the
relevant details of the employee. Once the
approval is obtained from the Accountant
General (AG)/ Pay and Accounts Officers
(PAO), the employee is admitted to the
General Provident Fund.
17. Processing of Bills The module facilitates the processing of
various bills against the privilege eligible for
such as residence telephone bills, News
paper Bills. Concerned officer submits the bill
to the finance section, which in turn obtains
approval from the competent authority and
issues a sanction order.
18. Service Register The maintenance of records of service is
governed by Annexure II, Part III of the
Fundamental Rules. It is to be maintained for
each gazetted and non-gazetted employee.
It is to be maintained by the HOD in case of
gazetted officers and by the Head of the
office in case of non-gazetted employees.
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The Service Register contains every event in
a Government employee life, including
temporary and officiating promotions of all
kinds, the date of completion of probation,
increments, transfers, leave of absence
taken, etc.
A centralized Personnel Management System would form a fundamental unit of a
statewide strategy to manage the information on its human resources and bring in
efficiency in the human resource management functions. A centralized system
consisting of the various modules described in the earlier sections shall facilitate the
standardization of HR practices across departments and result in better integration
with the other core modules of the municipal corporation, thereby facilitating
exchange of critical HR related data. Further, the Implementation of the employee
self service module shall bring in a paradigm shift in the processing of HR related
functions.
Interface with other Modules
Sr.No National
Mission Mode
Project Guide
Line
Existing Application Desired Application
1. Financial &
Accounting
Module
No Interface exists The application shall have
interface with 3 sub modules
• Pay Roll Module – For
Monthly Salary
Processing.
• Employee pension
details
• Loans and advance.
2 Project & Works No interface exists Shall have integration with
project & works for selection
of employee associated with
the projects.
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Reusability of the existing Application:
The existing application has been evaluated based on the JnNURM guidelines to improve the
citizen delivery process and the objective of the Municipal Corporation. While preparation of
this document a detailed study has been carried out to evaluate the possibility of reusing the
existing application in the technical and functional point view with the proposed e-Governance
application. The observations are as follows.
Evaluation Criteria Priority Existing ERP Functional compliance High 1 2 Technology Compliance High 2 3 RDBMS Compliance High 2 3 Architecture Medium 2 3 Interface with other Modules High 1 2 Customization Medium 2 2 Total Score 6 15
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets
Requirements = 2 Points, Exceeds Requirements = 3 Points
Technology:
• The present application is on Visual Basic 6.0 as user interface (UI) and DB2
as Relational Database Management System (RDBMS).
• 2-tier architecture.
• The present RDBMS is not compliant to the desired RDBMS as per the
standard unified database across the enterprise.
• Functional Changes need to be incorporated to close the GAPS identified in
the GAP analysis report. The existing system is scalable to meet the
enhancement.
• Interface to be developed with proposed modules like Double Entry
Accounting & Financial Management.
• The Payroll application is operational from 2004 and the performance of the
application is satisfactory.
• The existing application covers all historical data i.e from the year 2004
onwards.
Functionality:
• Refer Gap analysis listed out against functionalities expected in the Hr and
Payroll application software.
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The comparison of 2 options namely, improving the existing application, switching
over to off the shelf application (ERP) with minimum customization shows that each
option has some level of risk listed.
Existing Application:
1. Change in functionality and incorporating new changes may destabilize the
system.
2. Longer implementation cycle may lead to delay in delivering the final objectives.
Off the shelf (ERP):
1. Higher Acquisition Cost
2. Higher customization charges
3. Requirement of high end skilled Resources to customize the application in line with
JnNURM requirement.
4. Retention of technical resource
5. Migrating data from the existing application to the new application as per
requirement.
Conclusion:
Considering the above risks and the cost impacts, functionality, current pain areas,
in house processes and various options such as self service, NMMC decided to
enhance the existing application in to web interface and unified database proposed.
Operation and Maintenance:
Operation:
The HR and payroll interface does not require any service delivery related to citizen.
Hence, the system will be operated by the NMMC HR & pay roll division.
Maintenance:
The maintenance of the application software and database shall be the responsibility
of NMMC IT team headed by System administrator under the guidance of
commissioner and city engineer. The maintenance and enhancement shall be carried
out as per the IT policy of NMMC.
As the processes across ULB’s are common related to the HR and Payroll
department, the process chart pertaining to the existing and proposed are
not attached with document.
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2.2.10 Finance & Accounting: From the date of inception, Navi Mumbai Municipal Corporation followed cash based
accounting system. As a way forward to integrate the functions of all the
departments, NMMC would like to adopt the Double entry accounting system as per
the guidelines of National Accounting manual for the Municipal Corporation.
Key objectives of the Finance & Accounting initiatives are:
• Creation of chart of accounts as per the national accounting manual for the
Municipal Corporation.
• Managing Day–to-day financial transactions covering receipts and payments.
• Bank Reconciliation
• Budget Approvals
• Finalization of accounts based on the financial year.
• Managing the fixed assets and calculation of Depreciation
• Creation of various MIS based on the National accounting Manual
The key functionalities associated with Finance & Accounting Module are
1. Accounting Transaction
2. Payments
3. Receipts
4. Fixed Assets
5. Budgets.
6. MIS Reports
Functional Requirement:
1. Accounting System:
The Accounting system shall support the Chart of accounts (COA) as specified in
the National Accounting manual for Municipalities (NMAM). This COA shall have
five groups namely Funds, Functions, Functionaries, Field & Accounting Code.
Each group shall be further subdivided in to layers to capture the data at
Granular level.
The structure of the COA shall follow the NMAM account coding structure covering
the entire above group and the layers
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Cash Collections:
The cash collections shall cover all forms of collections across the ULB and shall
present the same in the form daily collection register. The collections at various
collection center and against services shall be consolidated at the ULB level and
daily cash collection register is prepared. The cash book module shall keep track
of cheque deposits and dishonors if any. The cash collections shall handle and
link the collections against various demand/Bills raised by the ULB. The cash
collection module shall also cover the collections against other functions such as
sale of tender, sale of forms, other services, on- account from debtors etc.
Journal Entry:
The applications shall support posting journal entries. All entries pertaining to
payable and receivable shall be recorded in the form of journal entry. The journal
entry posting shall have validations and checks to ensure proper recording.
Consolidation and Finalization:
The accounting shall have feature to consolidate and finalize the transaction on
periodical basis and generate various MIS reports as per the NMAM manual.
Bank Reconciliation:
The system shall have feature to reconcile the bank entries against the book
entries. The system shall have manual reconciling feature (Applicable for banks
which can not spare the account transaction in electronic format) and also the
auto reconciliation feature.
Vouchers:
The system shall have separate vouchers for payments, receipts, contra and
Journal voucher. The system shall also have feature to reset the voucher number
on monthly or yearly basis.
Control Features:
The system shall have proper security along with roles and privileges to the
individual user. The system shall have make checker feature to authenticate any
transaction.
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Payments:
The payment process in the Municipality are broadly classified as
1. Salary & Conservancy
2. Contractor and suppliers
3. Administrative Expense
4. Statutory Payments like provident Fund, professional Tax, Tax deducted at
source (TDS).
The payments process shall have interface with workflow system to support
various approvals involved in the payment system. Once the cheques are paid,
the system shall have feature to map/link the cheque numbers with the voucher
or manually capture the cheque number with a validation for the cheque number
entered. The system shall have facility to map the Bill Number/Invoice Number
applicable against the payment transaction along with cost center if any.
Payments of Salary & Conservancy:
All calculations associated with salary, conservancy, statutory payment shall be
maintained by the Personnel/Pay roll management system. The accounting
system shall capture the payments transaction as apart of salary on a
departmental basis. Upon final processing of the salary calculations by the
personnel management/payroll management, the Personnel management/payroll
management shall post liability entry in to accounting system in the form Journal
voucher. And the respective payments entries shall be posted at the time of
payment.
Payments of Contractor & Suppliers:
The accounting system shall maintain the supplier/contractor wise details in the
form of ledger. The accounting system shall create the respective contractor
ledgers based on the status of the vendor. The contractor/supplier ledger shall
capture additional information’s like TDS Type and section applicable, all
registration number like VAT (Value Added Tax), CST (Central Sales Tax),
Service Tax along with PAN (Permanent Account Number). The TDS shall be
deducted at the time of posting the liability entry.
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Payment of Administrative Expense:
All payments associate with Administrative expenses such as telephone expense,
electricity expense shall be booked by creating the liability and linking with cost
center if any. Respective payment entry shall be posted based on the accounting
principle.
Statutory Payments:
Statutory payment associated with employee such as provident Fund,
Professional Tax and TDS shall be calculated by the Personnel /payroll
management system. The accounting system shall create liability entry based on
the inputs from personnel/payroll management system and the respective
payments entries shall be posted at the time of payment of the same to the
respective treasury or authority.
Statutory payments associated with Contractor and suppliers shall be calculated
by the financial system at the time capturing the bill details and the respective
payments entries shall be posted at the time of payment of the same to the
respective treasury or authority.
Receipts:
The receipt process in the Municipality are broadly classified as
1. Property Tax, Water tax
2. Grants
3. Security and Earnest Money deposits
4. Other Collections
Property Tax, Water Tax Receipts:
Receipts associated with property Tax and water tax against a assessee are
recorded in the property tax and water tax system. The receipts entries are
against these services are recorded as per the illustrative entry shown in the
property tax section.
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Grants:
Receipts associated with grants are recorded on receipt information along with
bank deposit details. The grants can be monitored through the respective
ledgers.
Security and earnest Money Deposits (Interest Free):
The collections under these categories are posted without raising a bill. The
liability entry is created in the accounting system against the Security and
earnest Money deposit against a vendor or supplier and the same shall be
adjusted against the payments.
Other Collections:
Other collections such as Hall fees, Garden and park fees are created as and
when the actual collections are received. And the respective entries are posted as
per the principles of Double entry accounting system.
Fixed Assets:
Accounting System should be able to maintain the Fixed Asset register. Details
like asset number, location and person responsible pertaining to the asset should
be captured in the register. It should be ensured that all Fixed Assets are
correctly entered in the Fixed Assets Register.
During purchase of any fixed asset, the account code selected will hit the General
Ledger. Other details entered in the voucher will only be reflected in the Fixed
Asset Register of Accounting System.
During sale of any fixed asset, the account code selected for the specific asset
along with profit/ loss on sale of the asset shall be posted in the General Ledger.
Other details entered in the voucher will only be reflected in the Fixed Asset
Register of Accounting System.
Accounting System should be able to calculate the Depreciation of Assets, based
on useful life calculation and straight line method.
Accounting System should have the provision of revaluation, scrap, write-off and
sale of assets.
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Budgeting:
Accounting System should have a provision for budgeting.
The budgets shall be prepared as per the Chart of Accounts (COA) in the
Accounting System.
Accounting System shall raise alerts messages in case the budgetary limits are
exceeded.
Accounting System shall have the provision for variance analysis between budget
and actual with percentage.
Accounting System shall have the provision to capture ward-wise budgets.
Accounting System shall have provision to monitor the budget on a timely basis.
Accounting System , should allow for multiple budget periods and provide for
monthly/quarterly/half-yearly break up of the actual/ budget forecasts
MIS Reports:
The accounting system shall have facility to generate following list of reports in
addition to the list of reports and formats specified in the National accounting manual
for Municipalities (NMAM)
1. Trial Balance
2. Balance sheet
3. Income and expenditure statement
4. cash Flow
5. Abstract register for payments and receipts
6. Advance ledger
7. Register of Adjustment
8. Register of Investments
9. Advance Ledger
10. Deposit Ledger
11. Loan Register
12. Fixed Assets Register
13. Appropriation Register
14. Register of unpaid bills
15. Budget
16. Zone/ Ward wise Accounts
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17. Ageing Reports for both debtor and creditor, (Ageing report should be user
defined)
18. Variance Analysis of Budget Vs Actual
19. Party wise Statement
20. Ratio analysis reports
21. Revenue trend analysis statement
22. Bank Reconciliation Statement
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Key Objectives: Sr.No Description of Service
Delivery Existing delivery
Time (Avg) Expected Time
Line as per JnNurm Guide
Line
Proposed Time line after implementation of E-
Governance
Performance Parameters
1 Finalisation of Accounts with 3 months
More than year Within 3 months Within 6 Months For the first financial Year.
Within 3 Months for the subsequent year
Up to date account posting.
Accuracy of interface with other modules.
Interface with other Modules
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Property tax No Interface exists • Year wise demands
• Receipt of payment against a
demand
• Changes to existing or previous
demand
2 Water Tax No interface exists • Year wise demands
• Receipt of payment against a
demand
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Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
• Changes to existing or previous
demand
3. Personnel management
system
No interface exists • Payment of salary
• Statutory Payments
4. Supplier Management No interface exists • Ledger creation
5. Project & Works management No interface exists • Payment to contractors and
suppliers
6. E-Procurement system No interface exists • Payment to contractors and
suppliers
7. Town Planning and Building
Plan approval
No interface exists • Payment to contractors and
suppliers
8. Health Programs Payment to contractors and suppliers • Cash Receipt
• Payment to vendors and suppliers
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Reusability of the existing Application: The existing application has been evaluated based on the JnNURM guidelines to
improve the citizen delivery process and the objective of the Municipal Corporation.
While preparation of this document a detailed study has been carried out to evaluate
the possibility of reusing the existing application in the technical and functional point
view with the proposed e-Governance application. The observations are as follows.
Evaluation Criteria Priority Existing ERP Functional compliance High 1 2 Technology Compliance High 2 3 RDBMS Compliance High 2 3 Architecture Medium 2 3 Interface with other Modules High 1 2 Customization Medium 2 2 Total Score 10 15
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets Requirements = 2 Points, Exceeds Requirements = 3 Points
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Technology:
• The present application is on Microsoft ASP .Net as user interface (UI) and
Microsoft SQL Server 2000 as Relational Database Management System
(RDBMS).
• 2-tier architecture.
• Need to replace the RDBMS as NMMC wants to standardize the unified
database across the enterprise. This will bring in need for verifying the UI and
business logic to suit the new RDBMS structure.
• Changes in User Interface to incorporate the GAPS identified
• In event of upgrading the existing application and in house operation and
maintenance, NMMC need to maintain the separate technical team with
knowledge in Microsoft .Net resulting in to multiple technical resources.
• Interface with proposed modules like property tax, water billing & Cess, Birth
& Death, CFC, building plan approval, works management and health
application requires major effort.
Functionality:
Refer Gap analysis listed out in page no. 239-245
The comparison of 2 options namely, improving the existing application, switching
over to off the shelf application with minimum customization shows that each option
has some level of risk listed.
Existing Application:
1. Change in UI may destabilize the existing application.
2. Large amount of effort to comply the UI and RDBMS requirement.
3. RDBMS and UI not compliant with proposed database.
Off the shelf:
1. Higher Acquisition Cost
2. Higher customization charges
3. Requirement high end Skilled Resources to customize the application in line
with JnNURM requirement.
4. Retention of technical resource
Conclusion: Considering the above risks, interface with all the modules of ULB,
scalability and compatibility with other departmental application NMMC decided to
enhance and migrate the application to Oracle and Java Interface.
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Operation and Maintenance:
Operation:
NMMC evaluated following options to manage the day to day activity related to this
service.
1. Manage the operation with in house dedicated team, own infrastructure and
premises owned by NMMC.
Risk Associated with above option
• Capability Building
• Retention of resource
• Knowledge Transfer
• Frequent change in top hierarchy may destabilize the team.
Risk Mitigation:
• Periodical and Adequate training to the in house team identified by the
Municipal Corporation.
• Retaining the resources for longer time without frequent inter departmental
and intra departmental transfers.
• Well defined Knowledge sharing process and adequate back up team to
support the emergency requirements.
2. PPP/Outsource model: The PPP model may not be feasible in the financial
accounting software.
After thorough consideration of various parameters NMMC would like to opt for in
house model.
Maintenance:
The maintenance of the application shall be the responsibility of NMMC IT team
under the guidance of commissioner and city engineer. The maintenance and
enhancement shall be carried out as per the IT policy of NMMC.
Note: The double entry accounting application will be developed based on the
National Municipal Accounting manual. The flow charts for the existing and proposed
system procedures are not incorporated. For detailed functional clarification refer
National Municipal accounting manual.
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Business Process Reengineering (BPR) in Double Entry Financial Accounting
System:
1. Auto Bank reconciliation system
2. Redefining coding structure of the asset based on the asset class
As the processes across ULB’s are common related to the HR and Payroll
department, the process chart pertaining to the existing and proposed are
not attached with document.
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2.2.11 Cess
Cess is a collection of entry tax for the import of goods by the
dealers/traders/manufacturers in the Municipal territory. Cess in lieu of octroi. The
taxes are self declared by the dealers/traders/manufacturers in the form of monthly
returns.
Key objectives of the cess business applications are:
• Registration of dealers.
• Filing returns by the vendor on a monthly basis.
• Assessment of Taxes
• Generation of Various notices
• Levy of penalty for defaulting dealers/traders/manufacturers.
• Refund of payment in case of excess payment by the dealer.
• Bank Reconciliation
• Facility to make a payment online through payment gateway.
• Interface with Finance and Accounting.
Functional Requirement:
The Broad outline of the functionalities proposed to be covered under
1. Registration Of Dealers: The dealer registration are carried out through
FORM- A (Application For Registration).During the dealer registration the
system will capture various business attributes of the dealer's business along
with correspondence details of the local address and other branch details. The
dealer also declare the various commercial acts such as CST, BST, VAT,
license, excise details to carry out the business etc. All registration forms duly
filled along with mandatory documents to be submitted through the single
window facility along with a registration fess applicable. Upon approval of the
registration details by the concerned officer system generates a unique
number for the dealer along with certificate of registration.
2. File Return: The registered vendors need to file their return every month
based on the turnover of sales or the value of import and the tax liability for
the previous year. The Dealers’ file their returns as per the form -E. The
dealer’s file their returns at the bank specified by NMMC in the form of cash,
cheque, DD. The bank scroll details are captured at the Accounting
department.
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3. Assessment: The assessments shall be carried out by issue of notice through
Form -G
4. Assessment Notice: For further clarification with regards to the filing of
returns the system will generate a notice Form–H.
5. Assessment order: The order of assessment will be issued in the form of
FORM -I where in the cess inspector will finalize the payments with respect to
the sale & purchase for the financial year.
6. Additional payment: In case of additional payment to be paid by the vendor,
the same shall be paid vide form- J.
7. Penalty: In case of escape of cess or under value of material import by the
vendor, the system will generate reassessment order in the form FORM-K.
8. If the cess remains unpaid for specified duration, the system will generate
notice to the dealer in the Form -L
9. In case the cess department requires further documents or accounts to be
furnished the same shall be delivered in the form of notice through Form-N
10. All authorization details by the vendor are furnished in the form- M
11. The system generates a penalty details to the dealer in the FORM-O.
12. The system maintains a ledger of individual dealer for the financial year with
various heads like cess, penalty, delay payment charges etc.
13. The system has a provision to carry out the reconciliation against each
collection against a bank statement from each bank.
14. Provision to cancel the registration or transfer of registration (Form-C)
15. Provision for Refund of Payment in case of excess payment or discontinuation
of business activity by the dealer.
The gap analysis was not carried out for this module due to non availability of
guidelines by the National Mission Mode Project guidelines for Municipal
Corporation.
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Flow Chart for Existing System:
Submits aapplication for
NewRegistration
Applicant
Verifiesapplication
Cess Clerk
issues certificatewith Cess
registrationNumber
Cess Clerk
Issuesregistrationcertificate
Cess Clerk
New Dealer Registration(Existing)
Prepares Retrunbased on the
monthly importand turn over
Assessee
Makes apayment with
designated Bank
Assessee
Returnsacknowledgeme
nt copy
Bank
Returns treasurycopy to Cess
Office
Bank
makes entry inregister
Cess Clerk
Is the paymenton time?
Yes
send a noticeand penaltydetails toasseessee
Is interest andconsidered?
Cess Clerk
No
Yes
No
Monthly returns and Payment Collection(Existing)
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Submits aapplication forNew Renewal
Applicant
Issue renewalcertificate
Cess Clerk
Renewal of Registration(Existing)
is it within thestipulatedperiod?
Levy penaltycharges
Cess Clerk
NO
Yes
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Interface with other Modules
Sr.No National Mission Mode
Project Guide Line
Existing Application Desired Application
1. Finance & Accounting System No Interface exists Collections.
2. Water Tax No interface exists The dealer’s details shall be mapped with water
billing system.
3. Property tax No interface exists The dealer’s details shall be mapped with Property
tax system.
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Reusability of the existing Application:
Navi Mumbai Municipal Corporation is the only municipal corporation in the state which has adopted the cess based entry tax. As a result, the present application cannot be compared with any other application. However, NMMC would like to use the best practice and methodology to make the process dealer friendly.
Evaluation Criteria Priority Existing Functional compliance High 1 Technology Compliance High 3 RDBMS Compliance High 3 Architecture Medium 2 Interface with other Modules High 3 Customization Medium 2 Total Score 14
Score Criteria: Does not meet Requirement = 0 points, partially Meets Requirements = 1 Point, Meets Requirements = 2 Points, Exceeds Requirements = 3 Points
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Technology:
• The present application is on Microsoft J2EE as user interface (UI) and Oracle
10g as Relational Database Management System (RDBMS).
• tier architecture.
• The present RDBMS is compatible with proposed RDBMS.
Conclusion: NMMC is the only municipal corporation which has adopted a Cess
based entry Tax Operation. The existing application meets most of the requirements
and also compatible with the proposed unified technology platform. Hence, it was
decided to retain the existing application.
Operation and Maintenance:
Operation:
NMMC evaluated following options to manage the day to day activity related to this
service.
1. Manage the operation with in house dedicated team, own infrastructure and
premises owned by NMMC.
Risk Associated with above option
• Capability Building
• Retention of resource
• Knowledge Transfer
• Frequent change in top hierarchy may destabilize the team.
Risk Mitigation:
• Periodical and Adequate training to the in house team identified by the
Municipal Corporation.
• Retaining the resources for longer time without frequent inter departmental
and intra departmental transfers.
• Well defined Knowledge sharing process and adequate back up team to
support the emergency requirements.
2. PPP/Outsource model: The PPP model may not be feasible in the Cess
accounting software.
After thorough consideration of various parameters NMMC would like to opt for in
house model.
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Maintenance:
The maintenance of the application shall be the responsibility of NMMC IT team
under the guidance of commissioner and city engineer. The maintenance and
enhancement shall be carried out as per the IT policy of NMMC.
3 Cost Estimation
Overall financial structuring of the project
Sr.No. Description Total 1 Software 40162786.00 2 Hardware 31981925.00 3 GIS 19400000.00 4 Data Migration 6250000.00 5 database 15953232.00 6 Support Cost for 2 Years 18011785.00 7 Training Cost 5150000.00 8 CFC development 4500000.00 9 Add Consulting charges ,Third party
audit 12400000.00 Grand Total 151109728.00
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Sr.No
Product Description Specification No Off Unit Price Total
Birth & Death 1
Customisation Cost 15 man Month 1500000.00
2 Training Cost 150000.00 3 Support Cost for 2 Years 540000.00 Property tax 4
Customisation Cost 34Man Month 3400000.00
5 GIS Cost 5800000.00 6 Training Cost 300000.00 7 Support Cost for 2 Years 1224000.00 Water Billing 8
Customisation Cost 24 Man Month 2400000.00
9 GIS Cost 4300000.00 10 Training Cost 300000.00 11 Support Cost for 2 Years 864000.00 12 Water Application (Unlimited) 1 3301786.00 3301786.00
13 SEWER Application (Unlimited)
1 0.00 0.00
Grievance
14 Acquisition Cost 1600000.00 15 Customisation Cost 8 Man Month 800000.00 16 Training Cost 300000.00
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17 Support Cost for 2 Years 864000.00 Works Management
18 Customisation Cost
44 man month 4400000.00
19 GIS Cost 0.00 20 Power Civil 20 341584.00 0.00
21 Construction Audit MIS plugin 1 1215765.00 0.00
22 Training Cost 1800000.00 23 Support Cost for 2 Years 1584000.00 Building Plan Approval
24 Acquisition Cost 2100000.00 25
Customisation Cost 10 man Months 1000000.00
26 Power Map 10 249600.00 2496000.00
27 GIS Cost 9300000.00 28 Training Cost 300000.00 29 Support Cost for 2 Years 360000.00 30 Data Migration 450000.00 Health (Solid waste+Trade
License)
31 Customisation Cost
28 Man month 2800000.00
33 Training Cost 300000.00 34 Support Cost for 2 Years 1008000.00 Double Entry Accounting
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35 Customisation Cost
52 man Month 5200000.00
36 Training Cost 600000.00 37 Support Cost for 2 Years 1872000.00 38 Data Migration 2200000.00 HRMS
40 Customisation Cost
56 man Month 5600000.00
41 Training Cost 600000.00 42 Support Cost for 2 Years 2016000.00 43 Data Migration 2400000.00 Cess
44 Customisation Cost 1440000.00 46 Training Cost 200000.00 47 Support Cost for 2 Years 518400.00 48 Data Migration 1200000.00 Portal
49 Customisation Cost
21.25 Man Month 2125000.00
51 Training Cost 300000.00 52 Support Cost for 2 Years 765000.00 Hardware
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53 Database Server Database Server: Blade server with H-Chassis (2X2900 W) PSU (2 Nos). Power supply Module (2 Nos). Multi switch Interconnect Module (4 Nos). Server Connectivity Module. Short wave SFP Module (12 Nos). Blade Center Redundant KVM/Advanced management Module
1 2288483.00 2288483.00
54 Applications Server/web/ Reporting/Backup/Domain/GIS Publishing/Document management server
Applications Server/web/ Reporting/Backup/Domain/GIS Publishing/Document management server: Xeon Quad Core 1.33 Mhz 8 GB memory Kit 2* 146 GB HDD 4GB fibre channel 4Gb fiber Channel expansion Chord
6 462211.00 2773266.00
55 Storage Box73.4GB 4GBPS HDD (11 Nos)
Storage Box73.4GB 4GBPS HDD (11 Nos) 1 Terra Byte Drives (4 Nos) Storage expansion Unit. enclosure and power Chord Fiber optic Cable FC disks (10 Nos)
1 3226128.00 3226128.00
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56 SAN Switches SAN Switches: IBM total storage SAN 24B express (2 Nos).4GBPS SW SFP trans receiver Pack (4 Nos)
2 262024.00 524048.00
57 Tape Libray: Tape Libray: TS 3100 Tape Library with ultrium 4 Fiber Channel (2 Nos). Rack Mount Kit (2 Nos). Ultrium 4 Data Cartridges (2 Nos). Power Supply Fibre Cable
2 354981.00 709962.00
66 Antivirus 1500000.00
Database & Other software
67 RDBMS 4 1900000.00 7600000.00 68 Application Server 2 900000.00 1800000.00 69 Geospatial Server 1 1264000.00 632000.00 77 Map Publishing Server 1 864000.00 864000.00
78 Map Publishing Concurrent User License (100 user)
100 404352.00 404352.00
79 Document Management & Work Flow Client (User License)
Unlimited user
4500000.00
80 Windows 2008 Server Processor Based license (Server License)
7 21840.00 152880.00
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70 Networking of Head office,8 ward office, Property tax office, Town Planning and 3 MCH on RF Network, total 25 Locations: with Redundancy and Failover
50 200000.00 10000000.00
71 Parsik Hill Hub Station with Redundancy (RF station)
1 500000.00 500000.00
72 PC’s (As per DGS&D rate) 200 35000.00 7000000.00 73 False Flooring 1 2360000.00 0.00 74 Printers (As per DGS&D rate) 100 14000.00 1400000.00 75 Scanners (As per DGS&D rate) 100 10000.00 1000000.00 76 Construction of Tower 4 500000.00 2000000.00 58 Electrical works for UPS
Installation 1
350642.00 0.00
59 Electrical work for Server Room
1 877074.00 0.00
60 Fire Alarm system 1 1566720.00 0.00 61 Access Control 1 136445.00 0.00 62 CCTV Supply & Installation 1 218207.00 0.00 63 Cooling system for rack 1 3392500.00 0.00 64 Rack 6 45000.00 270000.00 65 UPS 40 KVA with 3 phase
Input & 3 Phase Output with 30 Min Back up
1 736000.00 0.00
82 Annual technical support cost for Hardware
10 14143997.00 6396385.00
83 CFC development 9 500000.00 1800000.00
Sub Total 138709728.00
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Add Consultaning charges ,Third party audit 62 man months
12400000.00
Grand Total 151109728.00 Please refer Annexure- III, for the Existing hardware Inventory Covering Servers, Desktops and Network Infrastructure.
4 Project Institution Framework NMMC has appointed Tandon & Associates as the nodal agency for deciding the IT strategy for implementation of E-
Governance, preparation of DPR, Preparation of request for proposal, selection of system integrator and monitoring the
implementation activity. The system integrator will ensure sizing & setting up hardware’s and software’s required for the
selected technology platform and ensuring the error free operation of the complete infrastuture. It is proposed to for a
implementation committee including the senior official from NMMC to ensure the deployment of hardware and software.
The committee will be formed at the time of RFP stage to transform the technical and functional aspects need to be
covered in the proposed E-Governance implementation. As Nodal agency, Tandon and associates will be responsible for
Draft RFP, vendor evaluation guidelines, scrutiny of the bids received, evaluating vendor through scoring, presentation
based on the previous similar assignments and exposure to other municipal corporation functionalities, quality assurance
and implementation expertise in large size projects.
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The proposed committee for the implementation and project Monitoring is as follows.
COMMISSIONER
CITYENGINEER
ITHEAD/Administrat
or
IT -REP(NMMCT EAM)
IT -REP(NMMCT EAM)
IT -REP(NMMCT EAM)
IT -REP(NMMCT EAM)
PROJECTCONSULTANT
Dept Head/HOD Dept Head/HODSystemIntegrator
Functionalconsultant
Functionalconsultant
Vendor 1 Vendor 2 Vendor 3
Name of the
representative
Task Role
Mr.Vijay.Nahata –
Commissioner
Navi Mumbai
Municipal
Corporation
Head – Monitoring Committee
Head – Change Management
Committee.
Project Owner
Mr.Sharad Tandon Draft RFP, vendor evaluation guideline, Project
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vendor selection and scoring strategy Consultant
Mr.M.B.Dagaonkar
-– City Enggr
Tender activity monitoring, Project
schedule, weekly report to the
commissioner about the project
development and corrections required.
Project Lead
J.P.Dalvi- Chief
Account & Finance
Officer
Budget planning and approval,
procurement planning
Functional
Head- NMMC
It Head – To be
recruited
Monitoring SDLC, weekly development
plan, scope management, risk
assessment and mitigation
IT- Head
4.1 Roles of different institutions involved in the construction phase of the project As a Nodal agency, “Tandon and Associates” will be responsible for Draft RFP, vendor evaluation guidelines, scrutiny of
the bids received, evaluating vendor through scoring, presentation based on the previous similar assignments and
exposure to other municipal corporation functionalities, quality assurance and implementation expertise in large size
projects. The system integrator selected through the tendering process shall be responsible for the implementation and
deployment of the assignment under the guidance of nodal agency.
Risk Assessment & Mitigation Plan For successful project rollout the following are the risks and the mitigation plan.
• Project Schedule: A well defined SLA’s (Service level Agreement) with system integrator to complete the project
in a specified time lines.
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• Implementation Strategy: Well defined project steering committee comprising of senior level and middle
management team with functional and technical background.
• Integration with interdepartmental Operation: Functional team with ULB knowledge and departmental functioning
part of steering committee.
• Capacity Building: The steering committee shall identify departmental level supervisors and impart the knowledge
to the departmental team.
**Refer Annexure – I for detailed Risk Mitigation Methodology.
Change Management:
The following section defines the procedure for change control. This procedure describes the necessary steps to be followed for before handling changes to any application software that are released / put in
production.
This procedure is applicable for all kind of changes in the project Life cycle/application.
Responsibilities Activity Responsibility Raise Change Request Users/Supervisors/Department HOD’s
Evaluate Change IT Team/Support Team
Approve Change Departmental Head
Accept the change City Engineer
Authorize the change Commissioner
Implement the Change IT Team/Vendor/SI
Ensure Control on change IT Team/SI
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Input
The set of procedures will be stated in the Project Plan.
The project Plan will cover:
- Detailed documentation of the need for change
- Analysis and evaluation of Change Request.
- Implementation of change.
Raising Change Requests - A Change Request raised by the user or supervisor with the project. The IT team shall allocate a unique Change Request Number on its
receipt.
- A detailed Problem Report stating a change.
- A Review Report/Defect Log raised during the review or testing process
- The change request will be presented in the form RFC (Request for Change) Document
Evaluation and Approval of Change On receipt of an RFC, the IT Team will evaluate it and identify:
- The components of the project impacted
- Alternative methods if any for the resolution of change
- The effort involved.
The Departmental Head will approve or reject the RFC and record the decision on the Change Impact Form. (To be designed)
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If the change is approved, the IT Team will select the method of implementation and will process the change further.
Acceptance and Authorization for Change The IT Team will obtain acceptance from the City Engineer if the change affects the project deliverables. In such cases, the Departmental
Head’s decision will be recorded on the Change Impact Form and the Change Register.
The Commissioner will authorize the implementation of the change.
Change Implementation All approved RFC shall accompany change deployment plan
Conduct parallel runs
Roll back change, if necessary
Conduct post-implementation review users to evaluate change impact.
Handling Changes to requirements Projects where the requirements are changing frequently, IT Team will discuss with the department on the priority of each CR along with its
impact on schedule and cost. All such requirements and changes can be tracked using a combined Change Management sheet
- Reference
- Date Initiated,
- Change/Problem Description,
- Status of change (Approved/ Accepted/ Rejected/Deferred),
- Impacted Items,
- Date required,
- Date started,
- Effort Estimated,
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- Date completed
5 Project Financial Structuring
Overall Financial Structuring of the Project (All Amount in Crores)
Sr. No Party % of share Capital Cost Total Cost
1 Central share 35% 5.28 5.28 2 State share 15% 2.27 2.27 3 ULB share 50% 7.56 7.56
Own share 10% 1.51
Long term
Debt 40% 6.04
Total 15.11 15.11
5.2 Review Options for
5.2.1 Institutional debt Capital Cost of the entire project is to be met by grants and partly by NMMC’s internal resources. NMMC has applied to
MMRDA for obtaining long term debt of 15 years with the simple interest of 8%. The proposal is in active consideration
with MMRDA which has priority to provide funding to ULB share in JnNURM projects.
5.2.2 Private Sector Participation JNNURM requires reforms to be undertaken by states/ cities in E-Governance, with the objective of having a transparent
administration, quick service delivery, effective MIS, and general improvement in the service delivery link.
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Since project directly link with increasing efficiency of administration through BPR. Since It is difficult to have direct
stream of revenue from the project, PPP option through revenue sharing is unviable. However as per policy of NMMC of
outsourcing. PPP option for O & M is considered in chapter 7 Project O&M Planning.
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6 Project Phasing
The following section lists out various phases of the project execution and the schedules.
Month M-
1 M-2
M-3
M-4
M-5
M-6
M-7
M-8
M-9
M-10
M-11
M-12
M-13
M-14
M-13
M-14
M-15
M-16
M-17
M-18
Preparation of DPR DPR approval from MMRDA DPR approval from GOI Fund Release from GOI Arranging finance from Local Body & signing MOA RFP Tender process and selection of System Integrator Software Integration& Customization Test Phase Go Live Project Closure
Schedule for tendering/selection for procurement of services.
Selection of system integrator will be based on the open tender and vendor qualification criteria defined by the Project
steering committee.
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Largely the qualification criteria are as follows. • Vendor evaluation based on the technical scores (Technical Bid)
• Vendor selection based on the Financial scores (Financial Bid)
• Previous project implementation experience in the similar functional area.
6.2 Schedule for Bringing in state level and ULB Level contribution to the project
Year Year 08-09 09-Oct Year 10-11 Q4 Q1 Q2 Q3 Q4 Q1
1 GOI 0.88 0.88 0.88 0.88 0.88 0.88 2 State 0.38 0.38 0.38 0.38 0.38 0.38 3 ULB 1.26 1.26 1.26 1.26 1.26 1.26
Total 2.52 2.52 2.52 2.52 2.52 2.52
6.3 Schedule for obtaining all clearances
No Clearance from any department will be needed. The whole work will be carried out under the purview of NMMC.
6.4 Schedule for shifting Utilities
Not applicable for the IT scope.
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6.5 Project Infrastructure component wise Implementation
The gap analysis and the reusability of the existing infrastructure will be carried out on completion of selection of the
system Integrator (Q1 2009-10). The other basic infrastructures required are scheduled like server infrastructure, COTS
and the Data center including network will be initiated on completion of the GAP study and obtaining sign off on the
Requirements.
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7 Project O&M Planning
The E-Governance project will be dealing at three levels i.e.: 1. Citizens Oriented Activities
2. Operation & Maintenance Activities
3. Administration & Execution Activities
All the aforesaid activities will require different treatment for its Operation and Maintenance and the process will follow
the requirements set by the System Implementing partner. In fact first two years the implementing Agency will be
responsible for O&M of the project for the warranty/defect liability period and after the same NMMC will look after the
system through the agency engaged for the O&M of the system having option to continue with same implanting Agency.
The System is having pivoting role of GIS Code attached to every change and reference in the system and its operation.
The system management is planned with the necessary GIS attributes and co-ordinates system.
Institution frame work (Organization & Operations) Strategy To address operation & maintenance of the project ‘as a whole’ will require a strong and efficient management in place
within NMMC that too, technically sound and having perspective of futuristic understanding of change in technology and
change in demand. NMMC is not looking for new managers but has planned to transform the management which is
administrating the city operations today.
NMMC has identified two persons per department persons task force shall work as champions for the whole project
transformation.
The Capacity building and process re-engineering is the first challenge for the Implementing Agency and NMMC as well.
The present departmental heads will get trained to administrate the e-systems implemented in their domain area of
operations and through the selected and appointed external agency will get manage the system.
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The various essential support systems for project operations, such as, electricity, AC, Stationery, Printer Ink, Spare
parts etc. will be outsourced suitably.
There is futuristic scope for the public participation in this process of supports at various levels such as:
• Delivery of services to Citizens at door step using the mobile technologies & tools.
• Operation & Maintenance of peripherals & peripheral services using self investment and the e-
infrastructure of the NMMC.
• Operation of businesses through the NMMC portal.
In due course NMMC will be adding many processes on line.
Therefore, other than change in the e-transformed working of individuals and change in existing frame work within
NMMC workforce no additional institutional frame work will be required.
7.1.1 Existing Methods of Governance The existing methods of governance are isolated in operation along with manual file processing system.
Each activity what so ever is getting transformed is administered by the existing departmental persons and only
Supported for operation & maintenance through the external agencies.
7.1.2. Select performance metrics in regard to e-Governance Integration
The reconciliation and immediate update of relevant data base at the appropriate levels of administration. Various MIS
reports that are required to track the documents, expenditure and receipts online payments facility for any of the NMMC
services will be evaluated and implemented as possible.
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8 Project Financial Viability & Sustainability
The annual technical support for Sr.No 1.2.3 shall be availed till the complete implementation and acceptance by user
department. The other recurring charges like (Sr.No 4 and 5) needs to be extended for further years.
The recurring annual Operational cost after 2years is 1,53,00,000.00/2=76,50,000.00
The above cost is recovered in the form of advertisement, surcharge on the high end services such as trade licenses,
building permissions and tender sale.
The approximate no of transaction per year are as follows.
i. Tender sale: Average tenders per year 950 tenders* Rs.500 per tender=4,75,000.00
ii. Issue of Trade License and Renewal= 4000 trade Licenses*Rs.500.00=20,00,000.00
iii. Issue of building Permissions = Avg.no of building permission/per year
(350)*Rs.5000.00=Rs.17,50,000.00
iv. Advertisement on water Bills=1,25,000*0.5 per insert*6 Cycles/per annum=3,75,000.00
v. Advertisement on property Tax bill = 1,75,000.00*0.5 per insert*2=1,75,000.00
Total Revenue per year = (i+ii+iii+iv+v) =47,75,000.00
Overall project Perspective
The proposed e-Governance project with no direct revenue streams attributed to it. The benefits are intangible
which cannot be put in to meaningful figures which could then translate in to net present value (NPV) or internal
rate of return (IRR) which can be arrived at using standard financial parameters.
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8.2 ULB level perspective and financial assessment.
8.2.1 ULB cash flow for last five years
2002-03 2003-04 2004-05 2005-06 2006-07 Property Tax 3183 4583 5278 5722 7362 Cess 6924 8683 9449 12637 16188
Income from Property and Utilities
1542 3383 3822 4888 4950
Water Supply 2659 4381 3628 3961 4456 Other revenue from services 1445 2637 1285 2085 2578 Other taxes 1474 1263 1927 2213 2471 Total Income 17227 24930 25389 31506 38005
Projection for next 20 years has been included in Annexure 7.
Impact Low/ Medium/ High (more than 20 %; between 20% and 5%; less than 5% respectively)
Sl. No.
Head
2005-06
2006-07
2007-08
2008-09 2009-20 2010-11 2011-12
1 2 3 4 5 6 7 8 9
1 Revenue Receipt
NA NA NA Low Low Low Low
2 Revenue NA NA NA Low Low Low Low Expenditure NA NA NA Low Low Low Low
3 Capital Receipt
NA NA NA Low Low Low Low
4 Capital Expenditure
NA NA NA Low Low Low Low
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8.3 Other financial Information The NMMC has received AA(IND) credit rating from Fitch Rating agency.
8.4 Revenue Structure
(i) It is considered that the only source of revenue to the project to meet the Operation & Maintenance cost & capital
cost of the project is through property tax & cess as users are not identifiable.
(ii) The Navi Mumbai Municipal Corporation realizes the necessity of financial sustenance of the project in ensuring
proper and smooth functioning of the assets so created, which over the long term will to provide efficient citizen
information interface to the residents of the Project area.
8.5 0 & M Costs & Revolving Fund
(i) Operating cost components are Salary costs, electricity, material costs & maintenance cost. These costs are based
on market rates and the costs incurred in similar projects in the State, while incorporating adjustments w.r.t.
scale of operations and wholesale price indices.
(ii) The O&M Costs estimation basis is included in the Assumptions sheet in the later part of this chapter. The O&M
Costs detailing has been exhibited in the Operation & Maintenance Costs sheet, later in this chapter.
(iii) As suggested in JNNURM guidelines, a Revolving Fund would be created at NMMC by Loan from MMRDA for the
project to cater to the future requirements of developing and maintaining urban infrastructure facilities. The
contributions from the Project revenues to the above fund would be to the tune of 10% of financial assistance.
8.6 Assumptions of Financial Analysis
The important assumptions for the financial sustainability assessment are:
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(i) The project would follow all norms specified in JNNURM
(ii) Gol would be providing a funding support in the form of Grant, to the extent of 35%, as specified in guidelines.
(iii) The implementation/ construction period is assessed at 18 months, starting from March 2008.
iv) Property tax increase has been assumed at 10% every 5 years.
(v) Collection efficiency shall remain at 85 to 90%
(vi) Inflation rate has been assumed at 8% per annum.
(vii) There shall be saving of 5% in revenue expenditure
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8.7 Cash flow for the project Revenue
from Property
Tax /Cess
Year
Loan to be
taken
Loan Outstandi
ng
Loan Repaym
ent Principal
Debt Servicin
g
Depriciation
Project Expenditure
Revenue Expenditure
Total Expdt.
Total
Surplus ________
Deficit
Year
col11-col9 1 2 3 4 5 6 7 9 10 11 12
2008-09 5.76 16.90 0.38 1.38 0.00 6.28 195.05 201.33 2008-09 259.78 64.73 2009-10 5.76 16.49 0.41 1.35 0.00 6.91 202.78 209.69 2009-10 285.76 82.98 2010-11 5.76 16.05 0.44 1.32 1.73 7.60 212.55 220.15 2010-11 314.33 101.78 2011-12 15.58 0.48 1.28 1.90 8.36 221.09 229.44 2011-12 345.77 124.68 2012-13 15.06 0.51 1.25 2.09 9.19 229.97 239.17 2012-13 380.34 150.37 2013-14 14.51 0.55 1.21 2.30 10.11 239.23 249.34 2013-14 418.38 179.15 2014-15 13.91 0.60 1.16 2.53 11.13 248.86 259.99 2014-15 460.22 211.35 2015-16 13.26 0.65 1.11 2.78 12.24 258.90 271.14 2015-16 506.24 247.34 2016-17 12.56 0.70 1.06 3.06 13.46 269.35 282.81 2016-17 556.86 287.51 2017-18 11.81 0.75 1.01 3.37 14.81 280.24 295.05 2017-18 612.55 332.31 2018-19 10.99 0.82 0.94 3.70 16.29 291.58 307.87 2018-19 673.80 382.22 2019-20 10.11 0.88 0.88 4.07 17.92 303.39 321.31 2019-20 741.18 437.79 2020-21 9.16 0.95 0.81 4.48 19.71 315.70 335.41 2020-21 815.30 499.60 2021-22 8.14 1.03 0.73 4.93 21.68 328.53 350.21 2021-22 896.83 568.30 2022-23 7.03 1.11 0.65 5.42 23.85 341.90 365.75 2022-23 986.51 644.62 2023-24 5.83 1.20 0.56 5.96 26.23 355.83 382.06 2023-24 1085.17 729.34 2024-25 4.54 1.29 0.47 6.56 28.86 370.35 399.21 2024-25 1193.68 823.33 2025-26 3.14 1.40 0.36 7.22 31.74 385.49 417.23 2025-26 1313.05 927.56 2026-27 1.63 1.51 0.25 7.94 34.92 401.27 436.18 2026-27 1444.36 1043.09 2027-28 0.00 1.50 0.13 8.73 38.41 417.59 456.00 2027-28 1588.79 1171.20
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9 Project Benefits Assessment (Social Cost Benefit Assessment)
9.2.1 Citizens (Quality of Services) The benefits of the proposed E-governance project will be delivered in the form minimized number of
visits to the municipal corporation, Transparency in the system with timely information and
improvement in the service deliverables to the citizen whether poor or rich. The proposed system will
impart the benefit in the form of quick response time, information such as portal, CFC,SMS and Emails
etc.
This will help the citizen to get accurate information through various access points. The bill collection
facility will improve with payment acceptance via Kiosk, payment gateway with multiple net banking
accesses to the municipal corporation.
The citizen grievance redressal module to effectively monitor the complaints received and the quick
response to the citizen requests.
Monitoring Mechanism:
NMMC shall form a high level committee to observe six monthly independent citizen feedback/survey
systems for period of five years on a services deliverables achieved by implementing the new system.
The proposed committee shall observe the grievance received and the resolution mechanism with 95%
defined service level as specified in the NMMP guideline.
9.2.2 Municipality (Process Efficiency & Effectiveness)
Employee’s working in a collaborative approach environment to through standardized procedures and
unified integrated data across the department will result in to improved efficiency.
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With creation of central repository of data, supporting documents (document management system) the
employees of the municipal corporation can save time and avoid the search for physical files and
relevant data.
Transforming the municipal corporation process with improved BPR will result in to improvement
efficiency.
Enhancing Existing revenues and setting up new revenue streams specially, identifying and bringing in
few more services of the municipal corporation under taxation without affecting the tax burden on the
citizens.
Achieving higher credibility by improving the service levels of the organization.
Monitoring Mechanism:
NMMC shall achieve higher growth in revenues by way of improved efficiency and plug the losses
incurred due to lack of relevant data. (Achieving 25% year on year growth in revenue).
Minimize dependencies on physical files and records.
Integration with accounting and financial system with up to date transaction.
9.2.3 Service Providers/Suppliers Improved service level agreements (SLA) and emphasis on quality of work and sticking to timelines
specified in the contract.
Monitoring Mechanism:
Project Monitoring mechanism to evaluate the work/projects executed by the service providers.
9.2.4 Policy makers Decision support system for the higher authorities of the municipal corporation.
Monitoring Mechanism:
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Integrated information system for tracking the up to date information about the Municipal corporation
services.
9.2.5 Program office Number of Municipal services transformed on to E-Governance
Number of transaction of each services executed electronically
Monitoring Mechanism:
Over 75% of citizens using alternate channels to avail the services offered by municipality.
Service Level and Key Performance Indicators
Key Objectives Goals Verifiable Indicators Verified by
Financial
Sustainability
Increase in revenue Year on year growth in revenue -25% Financial statement
Transparency &
Accountability
Improved citizen
redressal system
Right to Information
80 % redressal against the defined
service levels.
System to meet the requirements of Right
to Information Act
System audit
System audit
Process Online financial and Accrual based accounting system System Audit